Medical Affairs Operations

Job Locations US-MA-Bedford
Posted Date 4 months ago(3/23/2020 1:05 PM)
Job ID
# of Openings
Medical Affairs



The Medical Affairs Operations role will be an integral part of the Medical Affairs team. S/he will be accountable for executing logistical and operational tasks critical for cross-functional and department activities, including management of contracts, purchase orders and budget spend.  S/he will manage the training materials for internal and external stakeholders, in partnership with Medical Communications.  In addition, S/he will be responsible for team organization at conferences of all sizes, providing administrative support and assistance as needed.  S/he will serve as the medical signatory on medical review of materials for promotional materials and non-promotional materials.  This individual liaises with a variety of stakeholders across functions and is responsible for managing project deadlines and ensuring high quality documents are available for distribution to support the Medical Affairs team.


Leadership and Strategy

  • Submit and maintain Business Needs Forms for all relevant activities
  • Organize contract execution for Healthcare Professionals, including Contract Approval, collection of supporting documentation, and Fair Market Value assessment
  • Complete payment (check requests) for vendors; track payments against operating expenses
  • Organize contract execution for vendor partners; process invoices and track payments against operating expenses
  • Maintain purchase orders
  • Document and process received goods and service invoices for Medical Affairs department
  • Provides logistical support for Trainings, advisory boards, and other meetings (internal and external)
  • Act as point person responsible for coordinating ordering and shipment of product and equipment to approved investigator-initiated trials, medical grant recipients, field MSL team requests as well as management of loaned resources including management of return shipping.
  • Prepare internal/external training documents/binders, other correspondence and documents as needed

Medical Community Engagement

  • Logistical conference planning for national, regional, and local conferences
  • Manage materials and ensure all required and approved content is available for dissemination, in partnership with Medical Communications
  • Book and maintain reservations for meals, rooms, and other

Knowledge Management

  • Serve as the medical signatory for promotional, and non-promotional materials on the Internal Review Committee ensuring accuracy, relevance and completeness, of scientific data and associated references
  • Ensure internal document and information repository is maintained and accessible for Medical Affairs stakeholders
  • Support the development of training materials for Medical Affairs stakeholders based on scientific communications platform
  • Develop and maintain current, broad, and in-depth knowledge of pathophysiology, pharmacotherapy, and clinical outcomes associated with products and relevant disease states
  • Maintain and track Data on File
  • Maintain reference library, bibliographies and eLibrary subscriptions (via RightFind management or other document management system)
  • Organize and maintain references related to SCP and publications, including Data on File

Cross-Functional Collaboration

  • Support the execution of congress plans and MSL activities in collaboration with other internal functions
  • Provide updates to internal stakeholders on related activities


  • Demonstrate the values of Ocular Therapeutix
  • Other duties as assigned

Supervisory Responsibilities:

May oversee the work of external consultant(s) and/or manage vendor(s)



  • Bachelor's degree with related health science background preferred
  • Experience in the ophthalmic pharmaceutical space preferred, but not required
  • 1+ years’ experience in Medical Affairs or related fields like medical device, biotech, pharma or others
  • Exceptional project management, superior organizational and advanced MS Office skills required (Word, Excel, PowerPoint)
  • Experience with Veeva Vault Promo mats preferred but not required
  • Excellent verbal and written communication skills (including meticulous proofreading)
  • Team-oriented, flexible, creative, inquisitive, driven and extremely reliable
  • Ability to learn applications quickly
  • Excellent verbal & written communication skills
  • Support/back up internal medical affairs team
  • Ability to work with and collaborate will all levels and groups
  • Ability to travel 15%


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