Project Specialist I - Medical Affairs


Medical and Nursing

Advert ID



Maple Grove

Job Type




Salary Range


No. of Openings


Branch Information

Minnesota Engineering - (USA) 3600 Minnesota Drive Suite 850 MN Edina , MN 55435



Job Description

A reputable Medical Device organization is looking to bring on a Project Specialist within their Medical Affairs Department!

Purpose Statement:

Manages tasks within the Medical Affairs Department, ensuring timely and accurate organization, tracking and co-ordination of key processes across Field Medical and Medical Education.

Key Responsibilities:

Contract activity support:

* Manage and execute contracts with external physicians

* Receive, triage and execute service requests for contracted physicians for contracted services: including but not limited to remote consultation, Proctoring, speaking services and virtual training

* Manage and execute payment for contracted services and reimbursement

* Work collaboratively with MSL Director and Customer Education Specialist on Faculty plans (A.N.A's), faculty nominations and agreements.

* Manage and maintain contract database for all HCP consultants

Field Medical Logistical Support:

* Provide scheduling and logistical support for all field-based speaker programs:

* Manage incoming requests from the field. Coordinate and execute HCP service contracts for all speaker events

* Create program invitations, coordinate distribution of invitations with field teams

* Virtual programs: Schedule and manage Zoom and Teams call

* In-person: Management of agenda, HCP hotel and airfare booking, Venue booking, event payment

* Initiate physician payment process

* Provide support for AU proctoring program

* Manage in-coming requests from the field (SFDC, app, proctor request form).

o Coordinate HCP travel and reimbursement

o Manage documentation for all AU proctoring events- AU proctor request for, SFDC.

o Support for process improvements including, IT development initiative, SFDC improvements, APP development and improvement

o Maintaining list of current HCP remote consults and specialties

o Managing RC requests and HCP invoicing and payments. Contacting HCP regarding RC invoice

* Manage and maintain IO Field Medical team Sharepoint site

* Participates in the planning, execution and finalization of projects according to strict deadlines, within budget and by following organized and repeatable procedures.

* Acquires resources and coordinates the efforts of team members and third party contractors or consultants in order to deliver projects according to plan.

* Acts as a liaison with project stakeholders and effectively communicates project expectations to team members and stakeholders in a timely and clear fashion.

* Identifies and manages project dependencies and critical path items while ensuring project quality and utilizing and following appropriate methodologies (e.g. GSM).

* Conducts project post mortems and communicates lessons learned in order to identify successful and unsuccessful project elements.

* Key Responsibilities - Medical Affairs

* Track contract status and follow up until process completed

* Track reimbursement expenses incurred for all attendees for medical education events

* Track HCP payment for quarterly budget review

* Work with cross-functional teams on HCP IRF submissions

* Understand and utilize the various systems including: Cvent, Engage, Approve and SalesForce.


An entry level professional. General knowledge and application of computer technical and business concepts, procedures, and practices. Interprets company policies and procedures to resolve issues. Beginning knowledge of industry practices and standards.