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Form of workJob Description
Title: PReP Coordinator
Position Summary:
The PReP Coordinator will work across all Hem Brands initiatives to facilitate & support prioritization, scheduling, and planning of promotional materials through the PReP (MLR) review process with input from brand champion and drive execution of key commercial activities and workstreams through close project management support. This role will play a critical part in interfacing with supporting agencies and marketing stakeholders to ensure all materials meet agreed upon operating principles, timelines, and adherence to the PReP process. In addition, this individual will support key commercial initiatives through close project management in collaboration with Brand and cross-functional Leadership.
Key Responsibilities:
• Facilitate & Support Prioritization, Scheduling and Planning of promotional materials through PReP (MLR) review for all Hem
• Collaborate with internal Client champions and external agencies to schedule & prepare Legal, Medical, and Regulatory review (PReP) meetings
• Schedule and facilitate weekly brand prioritization meetings: Manage and facilitate the PReP prioritization spreadsheet; track, organize, publish & maintain Agendas for Weekly PReP live meetings
• Materials scheduling & calendar timeline adherence - Weekly materials review meetings, with brand and agency teams (estimate time to complete review of materials; adjust agendas to accommodate schedule changes; prioritize/reprioritize review items based on business needs)
• Ensure adherence to Marketing Decision-Making Model during PReP process
• Escalation support, coordinate and schedule escalation meetings as needed
• Work with outside advertising agencies on day-to-day operations (ensure accurate preparation of review materials including OPDP preclearance submissions, lead weekly status meetings, in collaboration with Client Production)
• Manage and execute promotional materials reapproval process, reporting and guidance
• Manage Expiry Reviews and support deactivation of expired materials and replacement coordination with digital, Hibbert, print production agency
• Serve as the communication point between the Champions and PReP Advisors
• Assist in ensuring Veeva documentation closed loop including any dialogue, resolution and outside annotations occur within a trackable conversation and then is attached to the Veeva job for audit/tracing
• Monitor jobs in Veeva to keep status/update on workflow for each tactic and assist in questions on route steps if needed by PC/Agency or reviewer
• Coordinate PReP meeting schedules when team conflicts occur (i.e. One-Off AD HOCs/Overflow, or official team/time changes)
• Monitor jobs in Veeva to keep status/update on workflow for each tactic and assist in questions on route steps if needed by PC/Agency or reviewer
• Active member on PReP Core Team that closely works to address process issues, Veeva PromoMats system improvements and overall effectiveness
• Process changes: Solicit feedback & provide recommendations for improving PReP effectiveness
Training & Team Communication of PReP Process
• Ongoing confirmation of access for existing or new users and roles, manage access to Client security groups for PReP
• Create and maintain rosters for agencies, MLR, PC, and PReP coordinators by brand; onboard and Train internal and external partners on PReP process
• Maintain and update all PReP-related documentation including Operating Principles and brand guidelines
SharePoint Calendar functionalities
• Own and manage the Hem sites pertaining to PReP coordination including but not limited to: making updates to the functionality of the site, managing the calendar and granting access to new users as needed
• Support additional key brand commercial initiatives through individualized project management support to ensure alignment of initiative goals, key activities, and execution to achieve brand objectives
• Establish/initiate SharePoint sites for brand/category with IT Admin team
• Administration and Access Management of SharePoint site
Qualifications & Experience:
• Undergraduate degree required, MBA or related preferred
• 3+ years of experience in Marketing, preferably in the pharmaceutical or healthcare industry
• Ability to establish relationships with cross functional teams while maintaining integrity
• Proven track record of project managing the planning, support prioritization, scheduling within a matrixed organization.
• Experience working within a team environment structure to support internal and external clients
• History of effectively multi-tasking against competing timelines and resources.
• Good oral, written and interpersonal communication skills
Position Summary:
The PReP Coordinator will work across all Hem Brands initiatives to facilitate & support prioritization, scheduling, and planning of promotional materials through the PReP (MLR) review process with input from brand champion and drive execution of key commercial activities and workstreams through close project management support. This role will play a critical part in interfacing with supporting agencies and marketing stakeholders to ensure all materials meet agreed upon operating principles, timelines, and adherence to the PReP process. In addition, this individual will support key commercial initiatives through close project management in collaboration with Brand and cross-functional Leadership.
Key Responsibilities:
• Facilitate & Support Prioritization, Scheduling and Planning of promotional materials through PReP (MLR) review for all Hem
• Collaborate with internal Client champions and external agencies to schedule & prepare Legal, Medical, and Regulatory review (PReP) meetings
• Schedule and facilitate weekly brand prioritization meetings: Manage and facilitate the PReP prioritization spreadsheet; track, organize, publish & maintain Agendas for Weekly PReP live meetings
• Materials scheduling & calendar timeline adherence - Weekly materials review meetings, with brand and agency teams (estimate time to complete review of materials; adjust agendas to accommodate schedule changes; prioritize/reprioritize review items based on business needs)
• Ensure adherence to Marketing Decision-Making Model during PReP process
• Escalation support, coordinate and schedule escalation meetings as needed
• Work with outside advertising agencies on day-to-day operations (ensure accurate preparation of review materials including OPDP preclearance submissions, lead weekly status meetings, in collaboration with Client Production)
• Manage and execute promotional materials reapproval process, reporting and guidance
• Manage Expiry Reviews and support deactivation of expired materials and replacement coordination with digital, Hibbert, print production agency
• Serve as the communication point between the Champions and PReP Advisors
• Assist in ensuring Veeva documentation closed loop including any dialogue, resolution and outside annotations occur within a trackable conversation and then is attached to the Veeva job for audit/tracing
• Monitor jobs in Veeva to keep status/update on workflow for each tactic and assist in questions on route steps if needed by PC/Agency or reviewer
• Coordinate PReP meeting schedules when team conflicts occur (i.e. One-Off AD HOCs/Overflow, or official team/time changes)
• Monitor jobs in Veeva to keep status/update on workflow for each tactic and assist in questions on route steps if needed by PC/Agency or reviewer
• Active member on PReP Core Team that closely works to address process issues, Veeva PromoMats system improvements and overall effectiveness
• Process changes: Solicit feedback & provide recommendations for improving PReP effectiveness
Training & Team Communication of PReP Process
• Ongoing confirmation of access for existing or new users and roles, manage access to Client security groups for PReP
• Create and maintain rosters for agencies, MLR, PC, and PReP coordinators by brand; onboard and Train internal and external partners on PReP process
• Maintain and update all PReP-related documentation including Operating Principles and brand guidelines
SharePoint Calendar functionalities
• Own and manage the Hem sites pertaining to PReP coordination including but not limited to: making updates to the functionality of the site, managing the calendar and granting access to new users as needed
• Support additional key brand commercial initiatives through individualized project management support to ensure alignment of initiative goals, key activities, and execution to achieve brand objectives
• Establish/initiate SharePoint sites for brand/category with IT Admin team
• Administration and Access Management of SharePoint site
Qualifications & Experience:
• Undergraduate degree required, MBA or related preferred
• 3+ years of experience in Marketing, preferably in the pharmaceutical or healthcare industry
• Ability to establish relationships with cross functional teams while maintaining integrity
• Proven track record of project managing the planning, support prioritization, scheduling within a matrixed organization.
• Experience working within a team environment structure to support internal and external clients
• History of effectively multi-tasking against competing timelines and resources.
• Good oral, written and interpersonal communication skills
