Promotional Review Coordinator

Overview

Would you like to join an international team working to improve the future of healthcare? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions.

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 Promo Mats. 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.

• 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 Promo Mats; 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 Promo Mats; 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.

• Veeva Vault Promo Mats: 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.

• 2–3+ years coordinating PRC/MLR processes in pharma/biotech, medical devices, or healthcare marketing operations.
• Hands-on experience with Veeva Vault Promo Mats (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…