Description: 

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) process using Veeva Vault PromoMats. This role ensures incoming promotional materials are submission-ready, accurately tagged with required metadata, and efficiently routed to appropriate reviewers. The coordinator will schedule and facilitate necessary PRC meetings, prepare agendas, capture decisions and action items, and track progress to approval, re-approval, and expiry. The position supports a critical process in the US launch of VIASKIN peanut patch.

Location: Warren, New Jersey - 3 days on site & 2 days remote

Salary Range: 74-83K

Key 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 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 PRC meetings; build and circulate agendas; assemble annotated materials and reference packs; capture comments, decisions, and next steps; ensure timely incorporation of feedback.

• 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 to brand teams, agencies, and reviewers; manage expectations during peak volume; coordinate expedited reviews when needed.

• 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.
  

Qualifications: 

• 1-2+ years coordinating PRC 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)

• 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.

Knowledge, Skills, and Abilities:

• Veeva Vault PromoMats: job creation, metadata tagging, routing, annotations, redlines, reference linking, version control, lifecycle states, and reporting.

• PRC Meeting Facilitation: agenda building, time management, capturing decisions/actions, driving to consensus.

• Regulatory & Compliance Awareness: alignment to approved labeling; OPDP considerations; market-specific rules (e.g., managed access rules).

• Document Quality: proofing, consistency checks, and readiness for reviewer consumption

• Project Management: prioritization, risk escalation, and stakeholder updates; familiarity with agency workflows.

• Communication: work effectively with cross-functional stakeholders

• Tools: Microsoft 365 (Teams, Outlook, Excel/SharePoint), Adobe Acrobat, and common agency file formats.

Behavioral skills: 

• Curiosity: Keep on exploring uncharted territories. Always ask “why?” and more importantly “why not?”,

• Courage: Take smart risks, mentor each other to always do better & be accountable for our choices, our opinions, and our actions,

• Collaboration: Teamwork and spirit. Support each other and be equally involved in the achievement of our common goals,

• Credibility: Be transparent, follow through and build trust. Educate ourselves about our unique technology.