Medical Operations Coordinator

Xeris Pharmaceuticals Inc; Georgia; Hybrid; USD 52,000 - 83,000; Full time

Benefits offered by this job

Equity or long-term incentive awards

Annual bonus

Comprehensive benefits package

401(k) retirement plan

Paid time off and health benefits

Job summary

Xeris Pharmaceuticals, Inc. is seeking a Medical Operations Coordinator to support Medical Affairs systems, including MedRP and Veeva Vault, and to assist IIS program management. You will handle data entry, records, and reporting across Medical Affairs activities and draft business communications.

The role requires 1–2 years in administration within pharma/medical settings, proficiency with MS Office, and strong collaboration skills for a hybrid Chicago office.

Qualifications

• Bachelor’s degree or equivalent healthcare/life sciences experience.
• 1–2 years of relevant administrative experience, preferably in the pharmaceutical or medical industry.
• Strong skills with Adobe and Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Familiarity with Veeva Vault or similar systems preferred.
• Familiarity with SharePoint or similar systems.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Coordination of Medical Affairs Systems and related procedures, supports Medical Review Process (MedRP) and Vault-based applications including data entry and record keeping.
• Supports publication management systems (e.g., Veeva) with data entry, record maintenance, and Pub Workflow support.
• Coordinate activities within Medical Operations.
• Support Investigator Initiated Study (IIS) program with data entry, record keeping and lifecycle reporting.
• Handle contracts, invoicing, and required reporting across Medical Affairs, including some finance support.
• Coordinate meeting planning and other activities across the Medical Affairs team.

Skills

Administrative support

Communication skills

Microsoft Office

Adobe Suite

Veeva Vault familiarity

SharePoint familiarity

Education

Bachelor’s Degree

Tools

Veeva Vault

SharePoint

Job description

Job Purpose

The Medical Operations Coordinator, the “Coordinator”, will provide support for key operations, initiatives, and activities across Medical Affairs. This role will coordinate and administer key systems utilized by Medical, such as Med Comm Veeva Vault, and assist in coordination of investigator-initiated study program management. In addition, the Coordinator will provide administrative support to medical programs, systems, and applications as identified. This role will provide support and tracking for medical affairs activities related to medical advocacy and healthcare community engagements as needed.

Essential Job Functions

• Coordination of Medical Affairs Systems and Related Procedures: Supports Medical Communications team with Medical Review Process (MedRP) and applications that support this activity (i.e. Veeva Vault) including data entry, record keeping, and supporting the workflow for review process for non-promotional medical materials.
• Supports publication management systems (i.e. Veeva) with data entry, record maintenance, and supports Pub Workflow for company-sponsored research and publications.
• Coordination of activities within Medical Operations.
• Support Investigator Initiated Study, “IIS”, program with data entry, record keeping, and reporting related to the IIS proposal/study lifecycle.
• Handles contracts, invoicing, and required reporting across Medical Affairs, including a minimal amount of finance support.
• Coordinates meeting planning and other activities across the Medical Affairs team.
• Assists with business correspondence by drafting letters and documents, department materials and reports.
• Assists with special projects as needed.

Skills and Qualifications

• Bachelor’s Degree, or equivalent relevant healthcare /life sciences experience required
• Minimum of 1-2 years of relevant administrative experience, preferably in the pharmaceutical or medical industry
• Strong skills and experience with Adobe and Microsoft Office Suite, including Word, Excel, and Power Point
• Familiarity with Veeva Vault, or similar systems preferred
• Familiarity with SharePoint or similar systems
• Strong communication and interpersonal abilities
• Ability to work independently and as part of a team

Competencies

• Project Coordination skills
• Verbal and Written Communication skills
• Interpersonal skills
• Time Management
• Attention to Detail
• Confidentiality
• Adaptability
• Organizational skills
• Cross-Functional Team Facilitation & Engagement

Working Conditions

This is a hybrid role based in Xeris’ Chicago office and requires a minimum of three days per week in the office. Position may require periodic evening and weekend work, as necessary to fulfill obligations. Infrequent overnight travel may occur. #LI-HYBRID

Location

Chicago, Illinois.

Salary

The anticipated base salary range for this position is $52,000 - $82,500.

Contract Type & Working Hours

Full-time, Hybrid

Benefits

• Employees are eligible for equity or long-term incentive awards, where applicable.
• Field Sales role employees are eligible for a quarterly commission structure. Non-Sales role employees are eligible for an annual bonus.
• The Company also offers a comprehensive benefits package that includes additional elements such as paid time off benefits, various health, vision, and dental insurance options, 401(k) retirement benefits and more for eligible employees.
• Details about these and other offerings will be provided at the time a conditional offer of employment is made.
• Candidates are always welcome to inquire about our compensation and benefits package during the interview process.
• Individuals hired as temporary employees, interns, and preceptors are not eligible for commissions, bonuses, and/or long-term incentive or equity awards. Eligibility for other benefits will be based on plan documents.

Equal Employment Opportunity

Xeris Pharmaceuticals, Inc. (the “Company”) is an equal opportunity employer and does not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetics or any other characteristic protected by law. All qualified candidates are given equal opportunity and the Company’s employment selection decisions are based solely on job-related factors.

Accessibility & Reasonable Accommodations

If, because of a medical condition or disability, you require a reasonable accommodation or assistance to complete any part of the application process, please send an e-mail to [e-mail] and identify the type of accommodation or assistance you are requesting. Please include the job requisition number in your message. Please note if your request is not for this stated purpose, you will not receive a response to your email. Do not include any medical or health information in this email.

EEO & E-Verify

Xeris participates in E-Verify.