Medical Operations Coordinator

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 and professional manner; able to remain calm in stressful situations.
• Prioritize and drive to results with a high emphasis on quality.
• Dependable, punctual, and proactive with strong customer service orientation.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Maintain regular and reliable attendance.
• Ability to work designated schedule.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 80% of a typical working day.
• Ability to lift up to 25 pounds for approximately 5% of a typical working day.
• Ability and means to travel between Redwood City locations.

Minimum Qualifications

• Bachelor’s degree; or Associate’s degree and 2 years of relevant experience in lieu of Bachelor’s degree.
• 3+ years of experience providing administrative support.
• Basic computer skills including Internet navigation, e-mail usage, and word processing.
• Proficiency with MS PowerPoint, Word, and Excel.
• Demonstrated ability to perform the essential duties of the position with or without accommodation.
• Applicants must be currently authorized to work in country where work will be performed on a full or part-time basis. We are unable to sponsor or take over sponsorship of employment visas at this time.

Preferred Qualifications

• Bachelor’s degree in Life Science.
• 5+ years of experience providing administrative & operational support in the Biotech, Clinical Laboratory/Pathology, and/or Life Science industry(ies).
• Experience using project tracking tools (e.g. Smartsheets).
• Clinical study tracking experience

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Salary Range:

$51,000.00 - $84,000.00

 

The annual base salary shown is for this position located in US - WI - Madison on a full-time basis and may differ by hiring location. In addition, this position is bonus eligible.

Exact Sciences is proud to offer an employee experience that includes paid time off (including days for vacation, holidays, volunteering, and personal time), paid leave for parents and caregivers, a retirement savings plan, wellness support, and health benefits including medical, prescription drug, dental, and vision coverage. Learn more about our benefits.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us here.

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We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to disability, protected veteran status, and any other status protected by applicable local, state, or federal law.

To view the Right to Work, E-Verify Employer, and Pay Transparency notices and Federal, Federal Contractor, and State employment law posters, visit our compliance hub. The documents summarize important details of the law and provide key points that you have a right to know.