Manager, Global Medical Operations

Bayside Solutions; California (MO); On-site; USD 120,000 - 150,000; Full time

Job summary

Bayside Solutions, Inc. is seeking a proactive Project Manager to support Global Medical Affairs operations, driving efficient execution and cross-functional collaboration.

You will manage digital workspaces, onboarding materials, and content, while coordinating vendor access and contract requests with finance and procurement. In a matrixed environment, you’ll partner with Medical Excellence, Operations, and Commercialization teams to standardize processes, track budgets, and ensure an

Qualifications

• Bachelor's degree required; advanced degree or relevant certification preferred.
• 5+ years in Medical Affairs or related operations or project management.
• Experience in matrixed environments and vendor collaboration.

Responsibilities

• Maintain and improve Global Medical Affairs digital workspaces (SharePoint, Teams, Egnyte).
• Develop operational resources and onboarding materials.
• Design/build the Global Medical Affairs portal pages for a central hub.
• Coordinate vendor/external partner access requests with stakeholders.
• Lead or support digital content development (onboarding, processes, org charts).
• Support meeting scheduling and minutes/action-item tracking.
• Assist onboarding and budget tracking with leadership.
• Process contract requests (SOWs, MSAs, NDAs) via contracts ops.

Skills

Critical thinking

Organizational skills

Meeting coordination

Stakeholder management

Budget tracking

Document management

Cross-functional collaboration

Vendor collaboration

Project coordination

Education

Bachelor's degree

Advanced degree or certification

Tools

Microsoft Teams

SharePoint

Egnyte

Smartsheet

Outlook

Microsoft Office

Job description

Location: Redwood City, CA - Remote Role

Job Summary:

We are seeking a highly organized, proactive, and solutions-oriented project manager to join our growing Global Medical Affairs team. Reporting to the Senior Director, Head of Global Medical Affairs Operations, this role will provide operational and project management support across Global Medical Affairs, helping enable efficient execution, cross-functional collaboration, and operational excellence.

Duties and Responsibilities:

• Maintain and continuously improve Global Medical Affairs digital workspaces, including SharePoint, internal tooling, Microsoft Teams, and Egnyte.
• Develop and manage operational resources, including onboarding materials, organizational charts, distribution lists, team rosters, and process documentation. Ensure information is current, organized, and easy to navigate.
• Design or facilitate the design of the Global Medical Affairs (GMA) functional portal on our internal tooling. Build sub-functional pages and populate content to enable a central hub for people, processes, s and organizational information for GMA.
• Coordinate MS Teams and Egnyte access requests for vendors and other approved external partners, working with appropriate internal stakeholders to ensure timely and compliant access.
• Lead or support the development and maintenance of digital content - onboarding materials, processes, org charts, distribution lists, team rosters.
• Create and maintain Shared Outlook Calendar(s) that will simplify large meeting planning or off-site scheduling.
• Provide meeting scheduling assistance leveraging shared calendars in Outlook; holding meeting rooms as needed.
• Support agenda, minutes, and action item tracking for assigned meetings
• Work with Global Medical Excellence Strategy and Ops lead on ensuring a seamless onboarding experience to new team members - coordinate 1:1 meeting scheduling, share onboarding material on behalf of the lead.
• Maintain and update functional onboarding decks based on guidance from the Strategy and Operational Excellence lead, ensuring new hires receive accurate, current information.
• Assist in the collation of the Medical Excellence monthly newsletter, coordinating inputs, tracking content, and supporting circulation timelines.
• As a delegate to senior members of the Medical Excellence team, submit contract requests (SOWs, MSAs, NDAs, etc.) and follow up on requests from legal, procurement, and Contracting Ops team.
• Liaise in a timely manner with vendor/agency inquiries and payments in partnership with finance and procurement.
• Support Medical Excellence senior leaders with budget tracking needs.
• Collaborate with Strategy and Operational Excellence, Medical Operations, Medical Excellence, Commercialization, and other stakeholders to support aligned operational processes.
• Help reinforce consistent operational practices across Medical Affairs by maintaining accurate materials, tracking updates, and supporting execution of agreed-upon processes.
• Serve as a reliable operational point of coordination, fostering a culture of "Exceptional Together" within Medical Affairs.

Requirements and Qualifications:

• Bachelor's degree required; advanced degree or relevant certification in life sciences, business, operations, communications, or a related field preferred.
• 5+ years of relevant experience in Medical Affairs, pharmaceutical/biotechnology operations, IS project management, project coordination, administrative operations, or a related function; experience supporting Medical Excellence or Medical Operations preferred.
• Strong critical thinker and problem solver with a proactive mindset to build and manage processes and systems that drive accountability and results.
• Strong organizational skills and attention to detail, with the ability to maintain accurate information across multiple systems, documents, and stakeholder groups.
• Experience coordinating meetings, agendas, minutes, action items, distribution lists, rosters, onboarding materials, and/or intranet content in a matrixed environment.
• Comfort working with collaboration and document-management platforms such as Microsoft Teams, SharePoint, or intranet tools, Egnyte, and Microsoft Office applications.
• Experience with Smartsheet and other project tracking tools
• Strong written and verbal communication skills, with the ability to follow guidance, synthesize inputs, and circulate clear operational communications.
• Ability to manage multiple priorities, work independently with appropriate escalation, and maintain a high degree of professionalism and discretion.
• Service-oriented mindset and demonstrated ability to partner effectively with internal and external stakeholders, including vendors.

Preferred Qualifications:

• Prior experience working in a fast-paced, matrixed biotech or pharmaceutical environment.
• Experience working with digital tools and platforms (Smartsheet, SharePoint intranet portals, etc.)
• Familiarity with emerging digital tools for Medical Affairs.

Desired Skills and Experience

Global Medical Affairs, Medical Operations, Medical Excellence, project management, operational excellence, process development, process improvement, pharmaceutical and biotechnology operations, digital workspace management, information management, SharePoint, Microsoft Teams, Egnyte, intranet portal management, Smartsheet, Microsoft Office, Outlook calendar management, document management, digital content management, onboarding coordination, meeting coordination, agenda preparation, meeting minutes, action item tracking, organizational charts, distribution lists, team rosters, newsletter coordination, contract request management, SOWs, MSAs, NDAs, vendor management, procurement coordination, payment coordination, budget tracking, cross-functional collaboration, stakeholder management, project tracking, administrative operations, written and verbal communication, problem-solving, critical thinking, organizational skills, attention to detail, matrixed environments, multiple-priority management, confidentiality, professional discretion

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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