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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.

LocationsCAN - Toronto Head Office

Worker TypeEmployee

Worker Sub-TypeRegular

Time TypeFull time