Medical Operations Coordinator

Takeda; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

Takeda is seeking a Medical Operations Coordinator for its Toronto office. This role offers specialized support to the Therapeutic Area Medical Affairs Teams, focusing on adherence to medical processes and program coordination. The successful candidate will demonstrate strong project management skills, attention to detail, and a thorough understanding of compliance and regulatory guidelines in the pharmaceutical environment. Join a vibrant team committed to elevating organizational capabilities in alignment with Takeda's Leadership Behaviors.

Qualifications

• Minimum 3 years of related experience.
• Familiarity with the pharmaceutical industry and Medical Affairs is preferred.
• Bilingual (English/French) is an asset.

Responsibilities

• Manage end-to-end processes for grants, donations, and sponsorships.
• Provide coordination and logistical support for Medical Programs.
• Execute pre-approved legal templates and manage records.

Skills

Project Management

Collaboration

Detail-oriented

Compliance Knowledge

Education

Post-Secondary education in a related discipline

Tools

Microsoft Office suite

Job description

By clicking the “Apply” button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda’sPrivacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.

Job Description

PURPOSE:

The Medical Operations Coordinator provides specialized support to the Therapeutic Area Medical Affairs Teams, with a primary focus on ensuring adherence to all processes related to Medical Programs and system requirements.

This role requires a strategic thinker who can inspire others, focus on key priorities, and elevate organizational capabilities in line with Takeda's Leadership Behaviors.

KEY JOB ACCOUNTABILITIES:

Grants, Donations, and Sponsorships Administration

• Manages the end-to-end process for grants, donations, and sponsorship applications while remaining compliant with all policies

• Grant & Donation Committee Meetings Facilitation – agenda preparation, pre-meeting preparation for the committee, meeting minutes, and follow-up on action items

• Liaises with the grant and donation lead on application priorities, budgets, additional information requests, and committee meeting decisions

• Manages due diligence regarding conflicts of interest

• Maintains and files all documents according to document retention requirements stated in the SOP, and is responsible for record management

• Executes Takeda Legal pre-approved templates with recipients

• Stays current on Takeda policies and standard operating procedures to ensure proper application

• Efficiently processes all HCE, HCP and patient payments through Ariba and Invoice Track for Takeda Organized Meeting Events, Grants, Sponsorships and Donations, tracks budgetary expenditures and accruals

• Responsible for adverse event reporting

Medical Program Coordination

• Provides coordination, administration, and logistical support to Medical Programs (Continuing Medical Education programs or Other Learning Activity programs)

• Ensure proper documentation is obtained from external (mainly HCPs) and internal stakeholders to initiate the program

• Obtains appropriate approvals for the program(s)

• Where required, interacts with external vendors to ensure smooth coordination of the program(s)

• Where required, travel to on-site programs (e.g., advisory boards, consultancy meetings, medical education programs) to provide logistical support

• Ensure data entry, monitoring, and tracking of all required documentation from program initiation to payment in the required Takeda system

• Processes invoices and agreements; tracks budgetary expenditures

General Administrative Support

• Provides administrative and technical support to the Therapeutic Area Medical Affairs Team across the assigned therapeutic areas

• Ad hoc coordination across the Medical department

• Work closely with internal stakeholders including Finance, Legal, Ethics and Compliance, Medical, Market Access and Marketing.

COMPETENCIES:

Business Knowledge

• Takeda policies and standard operating procedures to ensure the proper application is followed according to the position’s duties

• IMC Code of Conduct and Health Canada Code

• Local and international regulations on reporting adverse drug reactions to ensure that Takeda Canada remains in compliance with government regulations

• Knowledge of Takeda’s products to plan and develop processes and to ensure successful project coordination

• Expert knowledge of medical communication systems and processes

• Knowledge of unique processes and requirements (e.g., interactions with HCPs, Compliance and Audit)

Occupational Knowledge and Skills

• Knowledge of the medical affairs environment in order to provide administrative and project support

• Experience with project management principles including resource planning, organization, budgeting, prioritization, and vendor management, with a successful track record of managing multiple projects and competing priorities under tight deadlines

• Thorough understanding of ethical, legal, compliance, and regulatory guidelines related to medical affairs in the pharmaceutical industry

• Excellent collaboration skills to interact with external and internal customers in a professional manner

• Strong attention to detail; highly focused

• Can-do attitude with the ability to inspire confidence and enthusiasm in others

Digital Competencies

• Experience working effectively with colleagues in virtual or remote settings, utilizing digital collaboration tools, incl. MS Teams.

• Ability to collect, analyze, and interpret data to make informed decisions and drive business outcomes.

• Proficiency in leveraging digital tools, platforms, Artificial Intelligence (AI) and other technologies (including Microsoft Office suite) to communicate with impact and perform tasks efficiently and effectively.

EDUCATION, LICENSES/CERTIFICATIONS, EXPERIENCE:

• Post-Secondary education is required, in a related discipline.

• Minimum of 3 years of related experience.

• Familiarity with the pharmaceutical industry, particularly with Medical Affairs.

• Bilingual (English/French) – an asset.

TRAVEL REQUIREMENTS:

• This is a head-office based position in Toronto, Canada.

• Willingness to travel to various meetings or client sites on occasion, including overnight trips.

Takeda Canada encourages applications from all qualified candidates. In accordance with our accommodation policies and applicable provincial accessibility legislation, please advise us if you need accommodation in order to participate in the recruitment process. Any information you provide relating to accommodation will be addressed confidentially.

Locations

CAN - Toronto Head Office

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time