Medical Affairs Operations Associate

POSITION OVERVIEW:

Disc Medicine is seeking a Medical Affairs Operations Associate who will play a critical role in supporting the strategic and operational execution of Medical Affairs activities. This individual will support key operational functions such as Medical Affairs meetings and events, cross-functional coordination, process optimization, contracting and vendor support to ensure the effective execution of medical initiatives. This role requires strong organizational and communication skills, as well as an understanding of the pharmaceutical/biotech industry and Medical Affairs functions. The Associate will report to the Manager, Medical Affairs Operations and work closely with cross-functional teams.

RESPONSIBILITIES:

• Support the planning and coordination of Medical Affairs meetings and events, including Advisory Boards, KOL/HCP outreach and meeting scheduling for conferences, and internal Medical Affairs meetings (Quarterly, Bi-weekly). Manage calendar coordination, invitations, logistics, and content preparation (e.g., pre-conference decks, Q&A documents).
• Manage the preparation, submission, tracking, and completion of Needs Assessment Forms and related compliance approvals, ensuring activities are appropriately documented and routed through required review processes. Prepare, submit, and track Medical Affairs contracts and purchase orders across all functions through approval processes. Liaise with vendors to ensure timely communication and status updates.
• Serve as Medical Review Committee (MRC) coordinator, which entails coordinating Medical Legal Review (MLR) activities, including facilitating submission of Medical materials, coordinating reviewers, tracking comments and approvals, and ensuring materials progress through the review process in a timely manner.
• Track actual spend against budget, proactively manage accruals to maintain financial alignment and reporting integrity. Support the annual budget planning process.
• Facilitate access to key Medical Affairs systems and platforms and support onboarding of new team members from an operations perspective, including coordinating system access, required training, and administrative needs.
• Serve as an administrator for the Medical Affairs Funding & Giving platform, supporting request submission, routing, review, tracking, documentation, and ongoing platform maintenance.
• Support vendor sourcing projects by reviewing proposals, communicating with potential vendors, scheduling bid defense meetings and helping to onboard new vendors as required.
• Maintain and troubleshoot access and updates for all Medical Affairs systems including CRM, LMS, PromoMats and other tools. Ensure proper documentation and adherence to system workflows and operational standards.
• Provide operational and logistical support for field medical teams, conferences, scientific communications and publications.
• Support cross-functional teams by coordinating communication, tracking project milestones, and facilitating alignment between Medical Affairs and cross functional partners to ensure efficient execution of medical initiatives. Support maintenance of field team dashboards and track metrics against KPIs.

 REQUIREMENTS:

• Bachelor’s degree in life sciences, healthcare, business, or related field
• Experience in Medical Affairs, clinical research, or pharmaceutical operations, with at least 3 years in an operations or project management capacity
• Proven ability to support cross-functional teams and manage multiple complex projects in a fast-paced environment
• Excellent organizational, communication, and interpersonal skills
• Ability to work collaboratively in a cross-functional team environment
• Must be intellectually curious, professional, and adaptable.
• Willingness to travel approximately 20% of the time to conferences and Disc’s Offices