Event Operations Associate, US Oncology

About the position In this role, you will drive operational excellence by refining processes and tools, mitigating risks proactively, and maintaining compliance across Speaker Bureau activities and HCP engagements. Own vendor management which includes onboarding, training and accountability. Enabling vendors to confidently navigate complex operational workflows while supporting Takeda's strategic goals. Build strong rapport with vendors and internal stakeholders to ensure compliance, identify areas of risk and develop mitigation plans that provide flawless operational execution.

Responsibilities

• Lead the onboarding and training of vendors for managing Speaker Bureau activities and HCP engagements, driving end-to-end processes such as contracting, developing self-service guides, and ensuring effective workflows for fee-for-service HCP and Patient contracts.
• Optimize and manage business-critical tools, including SOPs, business rules, and guidelines, to support Speaker Bureau and HCP engagement processes, while ensuring vendors and stakeholders have seamless access to actionable resources.
• Manage Sales Field teams, vendors, and cross-functional stakeholders, which includes addressing queries and resolving escalations, and coaching vendors on remediation strategies to achieve operational excellence.
• Collaborate on agenda development and assist with meeting management while maintaining accuracy in contract reviews with the Event Operations team.
• Lead innovation and system workflow enhancements by collaborating with IT for Speaker Bureau and HCP engagement systems.
• Administer tools like Microsoft Power Automate to manage workflows for vendor attestations, speaker nominations, and HCP forms efficiently.
• Analyze HCP Background Screening Reports to ensure compliance standards are met, maintain audit-ready processes, and regularly review and update records.
• Lead quality control efforts to ensure Speaker Bureau and HCP engagements are closed and compliant.
• Proactively identify risk and develop mitigation plans to uphold compliance and process guides.
• Build strong relationships with vendors and internal teams through effective communication and seamless collaboration to ensure flawless operational execution.
• Co-lead program analytics to evaluate performance vs. industry benchmarks and internal KPIs.

Requirements

• Bachelor's degree in business, operations management, event coordination, or related field.
• 1-2 years of event operations experience in a pharmaceutical setting preferred.
• Strong understanding of pharmaceutical guidelines and regulations (e.g. PhRMA Code relevant to speaker programs and interactions with HCPs, Physician Payments Sunshine Act).
• Strong understanding of speaker bureau and commercial operations logistics.
• Proficient with MS Office Suite (Word, PowerPoint, Visio, and Excel).
• Proficient with Virtual Platforms (Microsoft Teams and Zoom).
• Strong organizational, communication, and multitasking abilities.
• An analytical and detail-oriented approach to risk identification and problem-solving.
• Ability to set priorities, deliver on deadlines and develop workflow processes and tasks in an evolving, dynamic marketplace.
• Strong analytical skills and budget management.
• Ability to work collaboratively within cross-functional teams in a fast-paced environment.
• Expertise in Microsoft Power Automate and Jira system workflows.
• Microsoft SharePoint administrative skills in managing event operations site and assets.
• Proven proactive, collaborative leadership, with ability to identify challenges and provide solutions.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) plan with company match
• Short-term and long-term disability coverage
• Basic life insurance
• Tuition reimbursement program
• Paid volunteer time off
• Company holidays
• Well-being benefits
• Up to 80 hours of sick time per calendar year
• Up to 120 hours of paid vacation for new hires

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