General Medicines
Wo Ideen und Wissenschaft die Gesundheit von morgen gestalten.

Main responsibilities:

The Associate Project Manager (APM) will play a crucial role in coordinating and supporting various medical operating (MedOPEX) activities across multiple countries and regions. They will be responsible for ensuring effective communication, collaboration, and execution of medical plans and initiatives.

The APM will work on a project basis. He/she will be responsible for providing Therapeutic Area (TA) workstream leads with administrative support on pre-defined (but not limited to) projects including:

• P2P (Procurement to Payment) & Study Contracting - Engage with procurement and medical teams as needed for vendor requests to ensure purchase order requests are submitted appropriately including:

• • Initial project setup & organization:

  • Receipt of documentation (SOWs, MSAs, e-mails as applicable) to review and properly set up tracking mechanisms in Smartsheet and Outlook

  • Vendor onboarding check & SHIFT financial approval submission:

  • Confirmation vendor is set up as a SHIFT based vendor in CoupaSubmitting requests into SHIFT for finance approval

  • Coupa Contract submission/contract processing:

  • Submitting requests into Coupa contract for needed reviews, approvals and signatures; submitting contracts for signatures (as needed) into Adobe Sign

  • Coupa/eBuy submissions for PO reviews, approvals and PO issuance:

  • Submitting requests into Coupa for needed reviews, approvals and PO Issuanceundefined 

  • Grants & Donations – Working within iEnvision & other systems to review, process, contract, pay and close out Grants including:

  • nitial Grant receipt & setup, along with pre-committee & EGRC review:

  • Drafting Letters of Agreement (LOAs) and submitting contracts for signatures (as needed) into Adobe Sign

  • Renewal or removal/destruction of expired promotional materials  

  • Non-promotional Medical Communication Material Support – Supports Medical Communication Material approval process including:

  • Track expired pieces and lead communication with medical team to ensure team is compliant

  • Renewal or removal/destruction of expired promotional materials  

  • Setting up new budget tracking lines in Smartsheet

  • Review of PIR Inbox for Medical Information Requests (MIRs)Processing these through the GMI Connect Webform portal as needed

  • PIR Inbox Processing – Daily review of PIR Inbox for MIR handling & processing including:, undefined

  • Quarterly review of applicable payments, gathering of needed payment information for reporting to US Government via systems

  • Reviewing invoices to confirm it matches a specific study milestone and/or SOW from a vendor, and tracking each payment accordingly

  • Invoice, Budget Tracking & Transfer of Value (TOV) Reporting – Daily tracking of budget and invoice related expenses including:

  • undefined

  • Upload material into PromoMats system for approval by the medical team.

  • Compliantly closing out each project request within 1CRM and applicable spaces (Smartsheet, 1CRM, Financial tools, etc..)

  • Post-engagement payment & closeout:

  • Receipt of documentation (GRFs, FMVs, Debarment Checks, Tiering requests, CVs, e-mails as applicable) to review and properly set up tracking mechanisms in Smartsheet and Outlook

  • Processing HCP(s) information to create a FMV for use with drafting of contrac

  • Confirmation HCP(s) is/are set up as a SHIFT based vendor in Coupa

  • Processing HCP(s) information for tiering request as needed

  • Processing HCP(s) information against HCP tiering database to ensure HCP is set up to be paid correct amount

  • Processing HCP(s) information and sending to RPS team to perform Debarment Check

  • Initial project setup & organization:

  • Coordination with SBO Contract Management team for below HCP Engagement & Contracting Documentation activities:

  • Coordination with Grant requestor to ensure timely reconciliation, transfer of value (TOV) reporting, and closeout of Grant inside iEnvision

  • Submitting PRFs for each Grant into Coupa for processing, approval and payment

  • Post-Grant approval contracting, payment & closeout items:

  • Daily review of new Grants in preparation of pre-Executive Grant Review Committee (EGRC) review meeting

  • Working with Head of Medical Operations to capture approval/denials of Grants from EGRC meeting

  • Meeting with Head of Medical Operations to determine which Grants to send to formal EGRC meeting for review

  • Vendor onboarding check

  • The Associate Project Manager will set and develop the operational aspects of the project, develop, and monitor timelines, milestones and project metrics and is responsible for managing the projects from an operational perspective from the development and initiation phases through collaboration/coordination to implementation and completion within scope provided by Stakeholders who remains responsible and accountable for the project content.

  • Perform pre-defined key tasks on the projects/Medical Events/Internal events to support the team and ensure the projects move forward, such as: create or ensure the required documents are completed on and move through the approval steps in a timely manner; when applicable, enter the documents/information on the relevant platform ;ensure follow-up with countries/local  team and develop/fill the needed documents from the Stakeholders, ensure the projects move in the systems (vendor onboarding, new projects with vendors or consulting agreements, payment); follow-up on  contract and invoice status; draft emails from templates, format documents (e.g. agendas, slides, …)

  • Initiation, initial completion of operational core documents/materials, and follow up of overall projects timelines to ensure the projects move to the next step in a timely manner.People: 1. Ensure alignment among team members and stakeholders regarding the objectives and updating the metrics periodically. 2. Frequent communication with all stakeholders, including sponsors, partners, and attendees. 3. Support team initiatives and objectives, identify and recommend process improvements and other value-added initiatives. Being a Change Ambassador: Champion a culture of change by supporting stakeholders to embrace changes and adopt new WoW

  • Performance: 1. Effective and efficient management of assigned projects to complete projects on time and, where applicable, on budget. 2. Effective management of multiple projects in parallel.

  • Process: 1. Develop strong understanding of the ways of working of medical team along with other functional teams and associated deliverables meeting stakeholder expectations. 2. Drive effective collaboration with stakeholders to understand their requirements and to propose solutions in-line with their expectations. 3. Responsible for project planning, executing and closure on time, within scope, and according to plan within the requested quality specifications. 4. Uses broad knowledge of project management techniques and methods, and discernment to decide the most appropriate techniques and methods for each project. 5. Drives project governance meetings with various stakeholders, vendors, logistics and digital team etc. and execute effective coordination to track and monitor the Progress of the projects. 6.Ability to work independently to deliver on the assigned tasks with ownership and delivering as per the requirements.

  • Stakeholders: Builds and maintains solid partnerships with assigned internal stakeholders to better develop, coordinate, direct, and facilitate internal work and communications.

  • About you

  • Experience: 6+ years of relevant experience in project management, clinical trial budgets/investigator payments, contract management and should be familiar with Independent Medical Education (IME) activities.

  • Soft skills:Strong interpersonal and influencing skills, good analytical and communication skills, change management skills, collaborative teamwork, and adaptability

  • Technical skills: MS Office (including Teams, SharePoint, Excel, Word, Outlook), project management tools such as Smartsheet, Power BI, Coupa

  • Languages:High proficiency in written and spoken English

  • Education:B. Pharm, M. Pharm, Pharm D or a Bachelor’s or Master’s degree in life sciences.