Senior Specialist, Medical Affairs Operations

Sunnyvale, CA, United States
Sep 05, 2020
Required Education
Bachelors Degree
Position Type
Full time
About AbbVie
AbbVie's mission is to discover and deliver innovative medicines that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas: immunology, oncology, neuroscience, eye care, virology, women's health and gastroenterology, in addition to products and services across its Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at . Follow @abbvie on Twitter , Facebook , Instagram , YouTube and LinkedIn .


The Senior Specialist is responsible for providing dedicated expertise to supporting Medical Affairs (MAF) Vendor and Contract Management. The primary driver of the workload is all external spend of the sub-functions of Medical Affairs including Scientific Communications, Publications, Research Grants, and In-Field teams. Accountabilities include compiling and managing vendor lists, providing status of contract spend and expiration, managing required documentation for compliance, managing purchase orders, and funding requests, and partnering with outsourcing, purchasing, legal, and finance in order to facilitate contract processing tasks from pre-negotiated contracts through completion.


  • Support all vendor and contracts for MAF, and be responsible for compliance with applicable Corporate and Divisional Policies and procedures.
  • Demonstrate operational expertise with multiple financial and reporting systems, including contract workflow management system, SAP, and Purchase order system.
  • Facilitates interpretation and understanding of data. Identifies issues, cost savings and adjustments through LBE meetings. Collects, summarizes, consolidates, and verifies data from multiple sources for monthly budget tracking, reporting and reconciliation as well as quarterly aggregate review. Performs invoice analysis and budgetary reconciliation across MAF functions.
  • Compiles data and reports metrics and KPIs from a variety of sources and prepares routine and ad hoc reports in support of financial and budget tracking.
  • Performs monthly update of budgets based on spend, contract changes and reconciliation; reconciled against invoices as well as monthly contract reconciliation of all agreements with monthly Paid Invoice/Goods receipt.
  • Interacts with various levels of management and functions within organization, including but not limited to Corp Accounts Payable, Finance, Outsourcing, MAF Program Managers, Concierge team for shopping cart requisitions, PO approvers, and all areas within MAF.
  • Recognize and resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner) and requisition issues (vendor issues, documentation issues, compliance issues).
  • Comprehending fundamental contract content and purpose to verify that the requisition was created properly and independently make the decision to reject or approve. Assist with the resolution of higher dollar agreements that have compliance issues.
  • Verification of Insurance certificates, diversity documentation, and ability to obtain necessary documentation if not provided
  • Provide holistic support as related to POs, including independently approve PO's for service agreements within delegated limits, process PO Change Notice requests according to guidelines established and process requisition of PO change order creation

  • BS or BA with appropriate job-specific experience
  • Minimum of 2 years' experience in business or scientific area required
  • Strong organizational, communication, and analytical skills
  • Must be able to manage multiple priorities and adapt quickly to change to achieve required timelines
  • Initiative and ability to work in team environment
  • Continuous sitting for prolonged periods
  • Manage working well under pressure and changing responsibilities/tasks as the business need
  • Advanced skills in Microsoft Excel and Power Point
  • Proficient in SAP/SRM
  • Ability to understand business and financial data

Significant Work Activities
Yes, 10 % of the Time
Job Type
Job Level Code
Equal Employment Opportunity
At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.