Senior Manager, Medical Affairs Operations

What You'll Do 

The Senior Manager, Medical Affairs Operations is the operational engine behind execution of the Medical Affairs Function (MAF) plan. This role owns the processes, timelines, tracking, and cross-functional coordination that allow medical strategy to be executed on time, on budget, and in compliance with company SOPs. 

The core of the role is the interface between Medical Affairs and the budget, contracting, and procurement organization. This individual partners directly with cross-functional teams to ensure MAF activities are properly scoped, contracted, funded, tracked, and closed out. This spans MLR submissions, advisory boards, sponsorships, grants, congresses, and vendor engagements. 

This position suits a highly organized project manager who is energized by making complex, multi-stakeholder plans happen. 

Key Responsibilities 

• Serve as the primary Medical Affairs liaison to the budget, contracting, and procurement teams to ensure timely and compliant execution of all MAF activities 
• Own contract workflow and logistical organization for advisory boards; this involves contract initiation, routing, fair market value documentation, execution, amendments, and close-out along with liaising with vendors for venue and technology needs. 
• Coordinate the annual and quarterly MAF planning cycle, driving timelines, templates, inputs, and reviews to keep the process on schedule, spend to date, budget commitments 
• Maintain the master MAF activity calendar, including sponsorship submission windows, contracting lead times, and congress sponsorship deadlines, 
• Build and maintain a professional society sponsorship entitlement tracker maximizing sponsorship opportunities 
• Coordinate logistics for meetings with society and organization leaders on behalf of medical leadership: scheduling, agendas 
• Own congress operational execution: meeting room and workspace reservations, badge and registration management, and vendor coordination 
• Liaise with scientific communications team to help manage production, shipment, tracking, and on-site delivery of medical and booth materials, with clear ownership of quantities, timelines, and approval status 
• Serve as the operational point of contact with congress organizers, hotels, exhibit houses, AV vendors, and logistics providers 
• Assist Medical Directors with MLR submissions — compiling submission packages, routing materials, tracking review status, monitoring turnaround times, and following up to keep materials moving 

 
Where You’ll Work 

This is either a hybrid role requiring in-office collaboration 2-3x per week in our San Francisco Office, or a U.S.-based remote role that will require quarterly, or as needed, visits to our San Francisco Office. 

Travel up to 25% is expected for scientific congresses, advisory boards, company-sponsored symposia, KOL engagements, and key internal meetings. 

Who You Are 

• Bachelor’s degree 
• 5+ years of experience in Medical Affairs operations, medical or clinical program management, or a comparable operations role within pharmaceutical, biotech, or medical device 
• Demonstrated experience managing budgets, forecasts, purchase orders, and vendor or contract administration in partnership with Finance and Legal 
• Hands-on experience executing advisory boards, sponsorships, grants, or contracted service engagements from initiation through payment and close-out 
• Proven congress or large-meeting logistics experience, including vendor management and materials coordination 
• Experience supporting or coordinating medical/legal/regulatory review submissions 
• Excellent project management skills with a track record of managing multiple concurrent workstreams 
• Working knowledge of pharmaceutical compliance requirements (PhRMA Code, Sunshine Act, OIG guidance) as they apply to advisory boards, sponsorships, grants, and HCP engagements  
• Excellent project management skills with the ability to manage multiple concurrent workstreams  
• Strong cross-functional communication and stakeholder management skills, comfortable interacting with both internal leadership and external society representatives 

Preferred 

• Experience in a rare disease, launch-stage, or high-growth biotech environment 
• Experience building or scaling Medical Affairs operational infrastructure where processes did not previously exist 
• Experience managing a sponsorship portfolio and tracking benefit realization 
• Familiarity with contract lifecycle management and MLR review platforms