Compliance Support Assistant (maternity cover)

Company Description

At Intuitive, we are united behind our mission: we believe that minimally invasive care is life-enhancing care. Through ingenuity and intelligent technology, we expand the potential of physicians to heal without constraints.

As a pioneer and market leader in robotic-assisted surgery, we strive to foster an inclusive and diverse team, committed to making a difference. For more than 25 years, we have worked with hospitals and care teams around the world to help solve some of healthcare’s hardest challenges and advance what is possible.

Intuitive has been built by the efforts of great people from diverse backgrounds. We believe great ideas can come from anywhere. We strive to foster an inclusive culture built around diversity of thought and mutual respect. We lead with inclusion and empower our team members to do their best work as their most authentic selves.

Passionate people who want to make a difference drive our culture. Our team members are grounded in integrity, have a strong capacity to learn, the energy to get things done, and bring diverse, real world experiences to help us think in new ways. We actively invest in our team members to support their long-term growth so they can continue to advance our mission and achieve their highest potential.

Join a team committed to taking big leaps forward for a global community of healthcare professionals and their patients. Together, let’s advance the world of minimally invasive care.

Job Description

Primary Function of Position:

The role’s main objective is to assist and coordinate in obtaining and organizing the necessary documentation to engagements between Intuitive and Heath Care Professionals. This will be done by coordinating and providing administrative support required to meet specific local HCP Compliance requirements, for different types of customer requests and events.

Roles and Responsibilities:

Provide HCP Compliance administrative support to different departments (Marketing, Customer Training, Clinical Affairs, Customer Training Support) to support their activities, including:

• 
  Track all customer training events in SFDC and identify HCP Compliance declaration needs
• Manage HCP contracts for their participation to Intuitive activities: check status of Surgeon Services Agreement and follow up on signature
• Create PO (Purchase Orders) for honorarium and follow up on invoices
• Manage Attendance Confirmation Letters for HCPs attending our events or activities: draft and send letters as needed
• Manage Educational Surgeon Agreements for US speakers
• Ensure tracking of HCPs activities and payments for reporting purposes
• Work closely with the HCP Compliance team to keep up to date with new regulations and implement as needed

• Submit event and trade shows for internal assessment
• Manage POs for Educational Grant requests
• Send Attendance Certificate letters to HCPs post-event upon request

France/Benelux:

• 
  Manage various notification and authorization processes with competent authorities (Mdeon, ARS, CNOM, CNOI, CNOP) via dedicated platform (Mdeon, EPS, IDAHE)
• Draft and send conventions including event agenda, invitation and travel information, using available templates, and follow up with HCPs to ensure timely signature and submission
• Update SFDC status for customer training events
• Liaise with travel agency as necessary
• Declare to the authority any hospitality (meals, transport, overnight stay) paid by Intuitive to HCPs, respecting deadlines
• Follow the progress of each notification and authorization requests to competent authorities (positive, negative and requests for complementary information, signature of agreements) and inform relevant parties internally
• Seek management approval for rejected events and advise on maintain/cancel event
• Create virtual card for each customer training event submitted and proceed with payment via online portal. Follow up on allocated budget
• Ensure storage and accurate provision of relevant information for transparency reporting
• Draft and submit third party events and trade show sponsorship agreements, and liaise with event owner for signature
• Track, process and record trainees’ expense reimbursement requests
• Answer to internal teams about HCP Compliance related process questions

DACH + other regions:

• 
  Liaise with relevant departments to issue invoices to customers upon request
• Edit Dienstherrengenehmigung sent to HCPs or HCOs and follow up with signature. Ensure proper documentation is signed before event takes place

Qualifications

Required Knowledge, Skills, and Experience:

• Minimum of 2 years’ experience supporting cross-functional and cross-regional teams.
• Languages (spoken and written): fluent in French and English (mandatory for DVRC tasks), German or Dutch is a plus
• Experience in the life-science/pharmaceutical industry with a good understanding of compliance laws and regulations strongly preferred
• Excellent interpersonal, verbal and written skills coupled with ability to interact with a variety of departments
• Strong organizational skills and ability to work in a team-environment providing cross-functional support.
• Flexible, reliable and attention to detail
• A keen ability to coordinate projects, organizing, prioritizing and coping pressure involved with multi-tasking and key deadlines.
• Strong knowledge of the MS Office product suite (Excel, Power point...), Smartsheet is a plus
• Good knowledge of ERP (SFDC preferred)

Additional Information

Intuitive is an Equal Employment Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees, and prohibit discrimination and harassment of any type, without regard to race, sex, pregnancy, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, genetic information or any other status protected under federal, state, or local applicable laws.

We will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.

Shift :Day

Travel :None

Travel Requirements:None Shift:Day