Associate Project Manager Medical Operations

About the job

Our Team:

Sanofi Business Operations (SBO) is an internal Sanofi resource organization based in India and is setup to centralize processes and activities to support Specialty Care, Vaccines, General Medicines, CHC, CMO, and R&D, Data & Digital functions​. SBO strives to be a strategic and functional partner for tactical deliveries to Medical, HEVA, and Commercial organizations​ in Sanofi, globally.

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 Coupa

  • Submitting 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 Issuance

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

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

  • 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.

  • 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.

    • 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.

    • 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)

    •  Ad-hoc activities – Supports ad-hoc activities as assigned

    •  Non-promotional Medical Communication Material Support – Supports Medical Communication Material approval process including: Renewal or removal/destruction of expired promotional materials  

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

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

    • Setting up new budget tracking lines in Smartsheet.

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

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

    • IR Inbox Processing – Daily review of PIR Inbox for MIR handling & processing including.

    • Processing these through the GMI Connect Webform portal as needed

    • Review of PIR Inbox for Medical Information Requests (MIRs)

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

    • Post-engagement payment & closeout.

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

    • Initial project setup & organization:

      • 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 and sending to RPS team to perform Debarment Check

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

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

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

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

    • Margin-top: Coordinate logistics for medical activities such as educational events, advisory boards, round tables, venue booking/coordination and attendee travel arrangements including:;margin-top:0cm;">undefined

    • Coordinate logistics for medical activities such as educational events, advisory boards, round tables, venue booking/coordination and attendee travel arrangements including:

    • 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

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

    • Initial Grant receipt & setup, along with pre-committee & EGRC review.

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

    • Vendor onboarding check : Meeting with Head of Medical Operations to determine which Grants to send to formal EGRC meeting for review.

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

    • 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

• About Candidate:

• Technical skills:Experience in vendor onboarding (Vendor set up ) clinical trial budgets / payments, Contract management, HCP engagements, Invoice, Budget Tracking & Transfer of Value (TOV), Reporting critical thinking, Risk Mitigation (Minimizing the risk), Being assertive, being proactive, they should come with pharma domain knowledge, assist Medical event management.

• 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.

• Experience: Minimum 5 to 6 Years

• Communication: Good or Excellent.