Please note that this position is based in San Diego, CA. Acadia's hybrid model requires this role to work in our office three days per week on average.

Acadia's marketing operations group has four primary areas of responsibility:

1. The Medical, Legal & Regulatory (MLR) review process
2. Material management - including print production/fulfillment and digital asset management;
3. Logistical management of HCP peer-to-peer speaker bureaus
4. Commercial meeting, event, and congress planning

The Coordinator will provide support across all four areas of responsibility, with a primary day-to-day focus on material management.

Responsibilities

• Support the production, fulfillment, and management of print and digital materials with limited oversight, including:
  • Work with vendors and internal partners to track progress on print projects from initiation to distribution including facilitating weekly status meetings
  • Coordinate the drop shipment of new print materials to field-based employees
  • Manage the distribution of print resources to field-based new hires
  • Coordinate delivery of print materials to congresses and meetings
  • Coordinate shipments and fulfillments of product kits to pharmacy hubs
  • Oversee the decommissioning and destruction of expired materials
  • Maintain Acadia's Web-based ordering system for print materials
  • Project manage and test digital resource releases through the Veeva CRM and ELEVATor (Allego) platforms
• Support the MLR Review process with limited oversight, including:
  • Maintain the MLR submission forecasting
  • Manage the uploading of reference documents into Veeva Vault PromoMats
  • Serve as backup to route and monitor promotional materials through MLR, as needed
  • Support system improvements between Acadia's Web-based print ordering system and Veeva PromoMats
• Process new scopes of work (SOWs) and contracts including submission in Agiloft and coordination of review by Acadia's Financial and Legal reviewers
• Support departmental financial management by tracking purchase orders, invoices, and credit card charges
• Maintain a roster of Commercial employees, accounting for new hires, attrition, and changes in roles
• Maintain a departmental calendar of events
• Support procurement of scientific journal reprints and other educational items disseminated by the field
• Monitor the Commercial Services general Outlook mailbox
• Identify and initiate opportunities for process improvement related to the responsibilities above
• Other projects and administration responsibilities as assigned

Education/Experience/Skills

Associate's degree with a minimum of 5 years related experience. Equivalent combination of education and applicable job experience may be considered. Bachelor's degree and life science industry experience a plus. Requires experience supporting multiple stakeholders with competing needs.

Key Skills:

• MS Office proficiency in Outlook, Word, PowerPoint and intermediate skills in Excel
• Ability to easily adapt to new technology
• Highly detail oriented, self-disciplined, and ability to work independently with limited direction to resolve discrepancies and issues
• Strong organizational skills and self-motivated with the capability to prioritize projects and workload
• Must work to tight deadlines in a high-volume, high-demanding environment
• Excellent interpersonal, including tact, diplomacy and flexibility
• Ability to work accurately, follow instructions, and to handle multiple priorities
• Exceptional collaboration skills and the ability to work cross-functionally

Physical Requirements

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, see, talk or hear in a standard office environment. Employee must occasionally lift and/or move up to 15 pounds.