Promotional Review Coordinator

Role Summary: We are seeking a detail-oriented Promotional Coordinator to manage the end-to-end routing quality control and meeting operations of our Promotional Review Committee (PRC) / Medical Legal and Regulatory (MLR) process using Veeva Vault PromoMats. This role ensures incoming marketing and medical materials are submission-ready accurately tagged with required metadata and efficiently routed to appropriate reviewers. The coordinator will schedule and facilitate weekly PRC/MLR meetings prepare agendas and materials capture decisions and action items and track progress to approval re-approval and expiry. The position supports stakeholders across the US Europe and Asia and requires comfort working across time zones and cultures.

Primary Responsibilities:
Intake & Triage: Review incoming jobs for completeness; verify correct tactic type audience lifecycle state and required references/claims documentation.
Metadata & Quality Checks: Ensure required metadata fields (e.g. product audience channel campaign fair balance/ISI references) are complete and accurate prior to routing; perform version control checks and label alignment.
Routing & Workflow Management: Route materials to appropriate PRC/MLR reviewers (Medical Regulatory Legal; plus other SMEs as needed) via Veeva Vault PromoMats; monitor review cycles and escalate bottlenecks.
Meeting Operations: Plan schedule and facilitate weekly PRC/MLR meetings; build and circulate agendas; assemble annotated materials and reference packs; capture comments decisions and next steps; ensure timely incorporation of feedback.
Submission Readiness: Confirm annotated claims references fair balance and required disclaimers are in place; perform final proofing prior to approval.
Lifecycle Tracking: Track progress approvals version histories re-approvals renewals and expiry dates; initiate re-review cycles triggered by label updates or market-specific requirements.
Stakeholder Communication: Provide regular status updates SLAs and timelines to brand teams agencies and reviewers; manage expectations during peak volume; coordinate expedited reviews when needed.
Global Coordination: Support US and international stakeholders (Europe/Asia); align on local regulatory nuances; schedule meetings and communications across time zones; ensure global consistency while honoring local needs.
Systems & Data Stewardship: Maintain audit-ready documentation in PromoMats; uphold SOPs and business rules; support user training access requests role assignments and minor configuration requests in partnership with system owners.
Metrics & Continuous Improvement: Monitor and report PRC/MLR KPIs (e.g. cycle time meeting throughput first-pass quality rework); identify process improvements and contribute to best-practice decks and training.

Knowledge Skills and Abilities
Veeva Vault PromoMats: job creation metadata tagging routing annotations redlines reference linking version control lifecycle states and reporting.
PRC/MLR Meeting Facilitation: agenda building time management capturing decisions/actions and driving to consensus.
Regulatory & Compliance Awareness: alignment to approved labeling; OPDP considerations; market-specific rules (e.g. EU member states).
Document Quality: proofing consistency checks and readiness for reviewer consumption; familiarity with automated proofreading tools is a plus.
Project Management: prioritization SLA tracking risk escalation and stakeholder updates; familiarity with agency workflows.
Cross-cultural Communication: work effectively with global stakeholders; adjust communications for time zones and cultural expectations.
Data & Metrics: track cycle time throughput first-pass yield; generate dashboards for stakeholders; recommend process improvements.
Tools: Microsoft 365 (Teams Outlook Excel/SharePoint) Adobe Acrobat and common agency file formats.

Experience

23 years coordinating PRC/MLR processes in pharma/biotech medical devices or healthcare marketing operations.
Hands-on experience with Veeva Vault PromoMats (submission workflows routing annotations versioning permissions).
Strong understanding of US FDA advertising and promotion principles (fair balance on-label claims ISI) and awareness of EU/market-specific considerations.
Demonstrated ability to manage multiple concurrent submissions and deadlines in a fast-paced environment.
Excellent organization communication and stakeholder management skills; confident meeting facilitation and note capture.
High attention to detail; proven quality-check mindset and comfort with metadata taxonomies and audit readiness.
Ability to work flexibly across US/EU/Asia time zones; culturally aware and collaborative.
Spanish proficiency a plus.

The estimated pay scale for the Promotional Review Coordinator role based in Research Triangle Park NC or remotely is $70000 to $ the position is eligible to participate in up to 5% of the company bonus pool. We offer a wide variety of benefits including but not limited to: Medical Dental Vision life insurance PTO paid holidays and up to 5% 401(K) match and tuition reimbursement. Final compensation packages will ultimately depend on education experience skillset knowledge where the role is performed internal equity and market data. We are committed to offering our employees opportunities for professional growth and career progression. Grifols is a global healthcare organization with employees in 30 countries focused on patient health and providing impactful results. Since our humble beginnings in 1909 Grifols has been a family company that prides itself on its family-like culture. Our company has more than tripled over the last 10 years and you can grow with us!

Third Party Agency and Recruiter Notice:

Agencies that present a candidate to Grifols must have an active nonexpired Grifols Agency Master Services Agreement with the Grifols Talent Acquisition Department. Additionally agencies may only submit candidates to positions that they have been engaged to work on by a Grifols Recruiter. All resumes must be sent to a Grifols Recruiter under these terms or they will be considered a Grifols candidate.

Grifols provides equal employment opportunities to applicants and employees without regard to race; color; sex; gender identity; sexual orientation; religious practices and observances; national origin; pregnancy childbirth or related medical conditions; status as a protected veteran or spouse/family member of a protected veteran; or disability. We will consider for employment all qualified applicants in a manner consistent with the requirements of all applicable laws.

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