Medical Affairs Administrative Assistant

Johnson & Johnson • Full-time • RO001 Bucureşti, Romania • 4d ago

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Bucureşti, Romania

Job Description:

General information regarding the job

To provide a high standard and efficient administrative support to Medical Affairs employees & department.

To enable Field Medical Advisors to maximise time on their territories and support them in delivering a high-quality service to their own customers.

To manage all the logistic activities related to Medical Education programmes.

To manage all processes related to medical events, department meetings for the MAF Team and seek support for this as required from the other administrative staff/financial/HCCO/iCONNECT in the office and external agencies/speakers/vendors.

Assist with creation of the meetings minutes and logistical details of the meetings, if requested.

This Role is NOT eligible for sales incentives.

Essential duties and responsibilities

Advisory Boards/Regional meetings/Standalone events

Liaise with MAF staff about Medical Advisory Board meetings and requirements.

Follow the internal meeting process which may involve some of the following as required:

Source venue/meeting room

Site visit as required.

Collate delegate details (email, address)

Coordinate delegate travel and accommodation

Be a point of contact for delegates prior and post Advisory Board

Provide/upload documents for Advisory Board where required.

Assist with creation of the minutes if requested.

International Events and National Med Education events (3rd party)

Follow the internal medical education event process for international & national meetings (JNJ/3rd party)

Liaise on behalf of the department with C2/ Amex etc regarding all the logistical support for meetings.

Send out letters of invite/agreement.

Follow up attendance with delegates.

Send out confirmation letter with full logistical details to delegates in advance of the meeting.

Send email information related to ToV to customers.

Administration – Medical Affairs Team:

Keep up to date outlook calendar regarding medical events for Head of Medical Affairs

Keep tracking system of all PO’s raised from MAF budget.

Support Medical Affairs as required to assist with HCPS/speakers participation related documents/travel arrangements.

Ensure in collaboration with AMEX Romania supporting agency, hotel accommodation, flights and transfers, meals, medical insurance for HCPs and J&J staff participants to medical education J&J events/3rd parties. events.

Arrange internal meetings for MAF staff when required.

Arrange internal and external meetings and take minutes where appropriate.

Registration/VISA support of internal staff for external medical education meetings outside Europe

Liaising with medical department where appropriate regarding meeting requirements for medical education events or related projects

Provide supported documentation for speakers to MAF department (Service performed form, participants signature list, agreement) – event dossier management, iConnect upload forms.

Follow-up for process payments for speakers (fiscal residency certificate, related invoices, status verification for all speakers)

Keep track for uploaded documentation by MAF department for finalizing events

Ensure implementation of any HCBI updates, formulary and flow related to registration of new vendor/modification, iConnect data request support.

Inspection and audit ready documentation, in line with applicable SOPs

Cooperating with relevant departments to ensure documents flow and payments.

Organizing and supporting business travel arrangements for MAF Department: flight tickets, accommodation, meeting room, meals.

Ensure that all activities are within J&J codes of practice and prepare all necessary documents for audits (internal & external).

Main interactions

Internal: Medical Affairs Department employees, HCBI Officer and HCBI Liaison, Business Service Analyst, BUMs, CVT/EVT, iCONNECT Specialist, Commercial

External: Healthcare Professionals, vendors.

Other responsibilities

Event participation, if required.

Ensuring safety reporting requirements (timely AE/PQC reporting) as set out in company policies and SOPs (Standard Operating Procedures) are met and appropriately managed when planning projects, executing projects.

Ensuring HCC and legal requirements are fully understood, appropriately managed, and complied with when planning projects, executing projects.

Ensuring inspection readiness with respect to personal training compliance, and availability of a recent CV and individualised Job Description.

The location of the activities specific to the position

The Medical Affairs Administrative Assistant role is office based (100%) role.

Basic competencies

High ethical standards

Pro-active in meeting corporate quality and security standards

Excellent time-management skills and ability to prioritise.

Team-player

Excellent planning and organizing skills.

Customer oriented attitude.

Excellent interpersonal skills, ability to communicate efficiently with different categories of people.

Attention to detail, pro-activity and confidentiality.

Job specific requirements

University Degree

English speaking/writing: medium level

Computer skills: Microsoft Office

Required Skills:

Preferred Skills:

Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Execution Focus, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing