Medical Affairs Coordinator at BI Canada Ltd

The Position

Provides administrative support to the Head of Medical Affairs Excellence and Operations, Therapeutic Area Directors (TAD), Medical Advisors (MA), Field Based Medicine Managers (FBMM), Medical Science Liaison’s (MSL’s), Medical Education Content Managers (MECM’s), Real World Evidence (RWE) Lead and Medical Information within the Medical Affairs team. Support for Commercial Customer Facing Team members and their managers as it relates to Medical Education. Engages with contract execution for Contract Coordination (CC), manages sponsorships until Lectrona transition. Provides coordination and logistics support for internal and external activities of the Medical Affairs team. The role involves providing project management and support to the pillars within HP Customer Experience Operations to ensure operational excellence in assigned cross-functional projects.

Responsibilities

Administrative

Provide administrative support to the Head of Medical Affairs Excellence and Operations, TADs, MAs, MSLs, RMSs, MECMs, and Medical Information, assisting with regular daily/monthly activities and assigned projects.

Meeting and Med Ed Process Management

Collaborate with internal team members to coordinate and organize activities and events including scientific exchange meetings, medical education programs, conferences, consultancy activities, Advisory Boards, and other meetings related to the assigned therapeutic area. This includes logistics management, communication with internal and external stakeholders, and acting as on-site coordinator where applicable.

Budget oversight, tracking and Process Coordination

• Coordination, creation, tracking and payments of Statement of Work (SOW)and Purchase Orders (PO).
• Coordination and booking of International Speakers.
• Manage the internal processing of purchase orders, monitor, and provide oversight budget tracking for the assigned therapeutic areas. Collaborate with the Boehringer Ingelheim Coordinator team to develop, streamline, and improve internal and external processes; aligned with global and local system implementation (example: Global Business Services (GBS), SAP, Funding portal. Coordination and upload of materials in Veeva Vault and Digital Asset Management (DAM) for content review.
• Coordination and upload of materials in Veeva Vault and DAM for content review.
Global records management and document archiving

Onboarding Support

Support the onboarding process for new Medical Affairs team members. Collaborate with the Boehringer Ingelheim Coordinator team to develop, streamline, and improve internal and external processes; aligned with global and local system implementation (example: GBS, SAP, Funding portal). HALOS - assign initial LOS trainings

Global records management and document archiving

Supports the calculation of honorariums (including preparation, travel time etc.)using working level assessments for external stakeholders to ensure Fair Market Value (FMV) and renumeration for services provided.

Program Support

• Review and approve Scientific Exchange Meetings (SEM), Advisory Boards, Consultancy Meetings, accredited programs & Other Learning Activities (OLA) in Veeva (across all brands/divisions) ensuring compliance with Boehringer Ingelheim Canada policies, IMC Code, Health Canada, accredited bodies and PAAB code and training requirements.
Support field-based team member training regarding Event Management. Report and monitor and recommend additional training where required

Automation and ProcedureFlow (PF) Development execution management and training.

• Develop ProcedureFlow to support department lead processes
• Develop and test automations for ease of flow for work to eliminate human error where feasible.
• Upskill internal and cross department business partners on processes in procedure flow and automation updates (impact on fillable form from cross functional business partners).
• CQI assessments for PF and Automation, institute updates and upskilling based on quality reports.

This position is based in the Burlington, Ontario office located at 5180 South Service Road and is flexible.
Employees in flexible roles are required to be at the office a minimum of 50% of the time each month and must report to the office when requested and required by their Manager/Department.

Requirements

• University Degree and a minimum of 1 year work experience or post-secondary education and a minimum of 3 years’ work experience.
• Exceptional organizational, interpersonal (both internal and external) written and oral communication and negotiating skills combined with excellent time/project management skills.
• PC software, including MS Word, Excel and Power point, MS Teams, Sharepoint, DocuSign.
• High degree of confidentiality, attention to detail and prioritizing is required.
• Thorough knowledge and understanding of company guidelines and processes.
• Work experience in an administrative support role in a highly regulated organization preferred.
Bilingual in French and English is an asset

Total Rewards

We offer a competitive salary, generous amount of paid time off (vacation, personal days, contingency paid time off days for Long Term Contract Employees), comprehensive and flexible benefits plan, Defined Contribution Pension Plan with company matching of RRSPs, Employee and Family Assistance Plan, employee and leadership development programs, and programs to support overall health and wellness for employees.

Visit https://www.boehringer-ingelheim.com/ca/careers/benefits-rewards

READY TO APPLY?

Click the "Apply Now" button below to submit your application.

We thank all applicants for their interest in our company. Please note that only candidates selected for an interview will be contacted.

Boehringer Ingelheim Canada is committed to providing accommodations for people with disabilities to support their participation in all aspects of the recruitment and selection process. If you require accommodation, we will work with you to meet your needs.

DEADLINE FOR APPLICATIONS

Applications for this position will be accepted until January 09,2026

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