Medical Operations Coordinator

Medical Operations Coordinator at Exact Sciences summary:

The Medical Operations Coordinator III provides essential administrative and operational support to medical, laboratory, and clinical teams, focusing on meeting coordination, project tracking, and communication within oncology programs. This role manages scheduling, documentation, and intake processes while ensuring efficient team operations and compliance with quality management policies. The position requires strong organizational skills, experience in life sciences or biotech settings, and the ability to handle sensitive information professionally.

Help us change lives

At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Medical Operations Coordinator III will interact closely with the Medical, Laboratory, and Clinical teams at Exact Sciences and will be responsible for coordination of day-to-day operational support for key aspects of various team meetings, reviews, and operational processes. This role will include meeting coordination, status tracking, and status reporting.

This role will primarily manage intakes for various forums, from review and assessment, meeting coordination, and initiative tracking across our programs. The Medical Operations Coordinator III will also provide support to the Medical Operations Team and the wider Precision Oncology Medical Organization at Exact Sciences, as needed. Support activities include but are not limited to meeting agenda development, coordination, and dissemination, producing and publishing meeting minutes, ensuring accurate and timely study concept status tracking via reporting tools, planning for future agenda topics, and coordinating with and effectively communicating information to collaborating teams and key enterprise-wide stakeholders.

This is a hybrid role and can be supported in one of our office locations:
Madison, WI;
San Diego, CA;
Redwood City, CA; or Phoenix, AZ.

Essential Duties

Include, but are not limited to, the following:

• Working closely with the Medical Operations team, provide operational support of projects related to our molecular residual disease (MRD), therapy selection and oncology programs, including development and distribution of meeting agendas and meeting minutes.
• Support all operational and administrative aspects of the meeting scheduling.
• Create, modify as needed and distribute the meeting schedules, and coordinate with other functional teams to ensure adequate attendance per function (ensuring delegate attendance).
• Schedule and attend recurring meetings and archive meeting agendas and meeting minutes/notes for each session.
• Ensure documentation of key decisions and follow up on action items and/or other operational activities as identified.
• Oversee a centralized intake database and route messages appropriately.
• Maintain documentation reviewed at content meetings and submit into the controlled documentation repository for final approvals and tracking.
• Continually evaluate established processes for ways to improve teams’ efficiency and effectiveness and communicate recommendations as appropriate.
• Provide project coordination support for function-specific projects.
• Receive, respond, and apply feedback in a professional manner.
• Handle sensitive information with absolute discretion.
• Excellent organizational skills.
• Ability to take proactive measures to maximize the efficiency of teams by providing project management and assistance with a limited amount of supervision.
• Detail-oriented and able to manage multiple tasks concurrently, including reprioritizing tasks as new urgent requests arise.
• Strong oral and written communication skills with the ability to maintain open communication with internal employees and managers as needed.
• Reliable team player; highly effective in working with others, and also capable of working independently as necessary.
• Possess a poised…