Medical Affairs Admin/project Specialist

Role Summary

This is an administrative contract role responsible for providing essential operational and coordination support within a Medical Affairs function. The position focuses on processing and tracking contracts, purchase requests, purchase orders, and invoices, as well as providingadministrative support for internal and external medical events.

This role is well suited for a highly organized professional seeking hands-on experience in healthcare, pharmaceutical, or biotech operations within a Medical Affairs environment.

Key Responsibilities

Administrative & Financial Processing

• Assist with processing Purchase Requests (PRs) and associated documentation
• Support Purchase Order (PO) creation and tracking
• Collect, submit, and track invoices for payment processing
• Maintain trackers for PRs, invoices, and approval status
• Organize and file financial and administrative records

Contracting Support

• Assist with contract routing and documentation (e.g., consulting and vendor agreements)
• Track contract status and maintain organized contract files
• Support coordination with Legal, Finance, and Procurement teams

Medical Event Administrative Support

• Provide administrative support for internal and external medical events (e.g., advisory boards, medical meetings)
• Assist with scheduling, calendar management, and meeting logistics
• Support preparation and distribution of meeting materials
• Track attendance and maintain event-related documentation

Compliance & Documentation

• Assist with routing materials through required approval processes
• Maintain accurate and organized records to support audit readiness
• Follow established SOPs, policies, and compliance requirements

Coordination & Communication

• Serve as an administrative point of contact between Medical Affairs and internal stakeholders (e.g., Finance, Legal, Procurement, Compliance)
• Support routine communications, follow-ups, and status updates

Qualifications

Required

• Bachelor's degree or equivalent experience (life sciences, healthcare, business, or related field preferred)
• 1–3 years of administrative, coordination, or operational experience
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite
• Ability to manage multiple tasks in a fast-paced environment

Preferred

• Experience in healthcare, pharmaceutical, biotech, or clinical settings
• Exposure to financial processing, invoicing, or administrative operations
• Experience supporting cross-functional teams