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Manager, Grant Office - REMOTE

Company: KARL STORZ Endoscopy - America
Location: Downey
Posted on: September 15, 2022

Job Description:

Company: KARL STORZ Endoscopy-America, Inc. (KSEA)

Job Code: 12792

Pay Grade: US-C16

Description

KARL STORZ SE & Co. KG based in Tuttlingen, Germany, is a family-owned, global company committed to benefiting humanity by advancing medical technology through innovation and education.

For more than 75 years, KARL STORZ has been dedicated to earning its international reputation as a leader that designs, engineers, manufactures, and markets all its products with an emphasis on visionary design, precision craftsmanship, and clinical effectiveness.

ROLE OVERVIEW

The Manager, Grant Office will play a key role in the Medical & Scientific Affairs Americas Operations team. The Operations team within Medical & Scientific Affairs (M&SA) enables research, innovation, and education for Healthcare Providers (HCPs) by supporting the company's strateic initiatives in accordance with Regulatory and Compliance requirements. This individual will be responsible for managing the team supporting the Grant Office, managing the budget to support requests, and overseeing the Grant Office Program all while ensuring the program is run with integrity and in alignment with Government Regulations and KARL STORZ Company Policies

In the oversight of the Grant Office Program, this individual and their team will handle the review, assessment, and administration of all requests for medical education grants (event and long-term) and donations. They will facilitate communication with internal teams to maintain alignment, thorough review by Grant Committee, and executing the support of approved programs. This person will be responsible for being the key contact to Surgeons, Charitable Organizations, Teaching Institutions, and Medical Societies and will handle complex communications. They will also ensure that the program is run within its annual budget limitations.

This individual will be responsible for overseeing the creation, implementation, and monitoring of documents for Medical & Scientific Affairs. These documents will adhere to the ISO Standards for Quality Management and will be in alignment with Government Regulations and KARL STORZ Legal & Compliance Policies.

This individual will also have regular engagement with our existing and potential new Clinical Training & Innovation Centers as they request to renew or add support. They will work closely with the Chief Medical Officer in the review and assessment of these requests to ensure alignment with the program goals of supporting skills acquisition for Healthcare Providers (HCPs).

This position reports directly to the Associate Director in Medical & Scientific Affairs.

KEY RESPONSIBILITIES

Nearly 60%-65% of the time will be in overseeing the grant program, which is supporting the Core Values of KARL STORZ. This will require a dynamic person who possesses a passion for education and philanthropy when interacting with Surgeons, Charitable Organizations, Teaching Institutions, and Medical Societies. This person must adhere to the requirements of the Grant Policies and Grant Committee while maintaining Service Levels on communication.

Grant Office

Oversee the review process for all medical education grants (event and long-term) and donations:

  • Work with requestors to get content submitted in correct pathways and with all relevant information.
  • Review requests in alignment with guidance from Legal & Compliance, Finance, and Clinical Leadership.
  • Perform assessments in alignment with standards provided by Grant Committee.
    • Facilitate Grant Committee Meetings.
    • Communication Liaison to all internal and external stakeholders about the status of requests and to maintain alignment throughout the process.
    • Monitor & maintain service levels so requests go through the process in a timely manner.
      Charitable Donations
      • Ability to communicate with and follow up with healthcare providers and charitable organizations
      • Collaborate with our global colleagues to address logistics and process implementation
      • Ability to work with various colleagues, from Product Managers to Import Logistics and more, to move donation requests through the process
        Clinical Training & Innovation, Request Review
        • Communicate with existing and potential new Centers to provide the necessary information to assess their requests
        • Align with the Clinical team to assess these requests in alignment with program objectives
        • The remainder of the time will be spent managing the following project areas for the Medical & Scientific Affairs Team. These activities will require attention to detail, staying organized, and taking the initiative to help maintain a compliant and efficient department.
          Documentation, Program Manager
          • Manage Documentation for Medical & Scientific Affairs by adhering to ISO Standards for Quality Management and in alignment with Government Regulations and KARL STORZ Legal & Compliance Policies
          • Manage the Creation, Implementation, & Monitoring of all documents for M&SA Processes
            Healthcare Provider (HCP) Engagement
            • Manage the needed process for Healthcare Provider Engagement in alignment with Compliance guidance
              Medical Affairs Operations
              • Continuously improve the existing process through the implementation of new solutions, such as automated request forms and tracking templates.
              • Work collaboratively with M&SA leadership to ensure prioritization of contract management
              • Represent M&SA in collaborations with internal departments to identify areas of opportunity and create improvements
                Training & Communication, Project Manager
                • Lead the ongoing project to provide training & communication materials for both internal and external stakeholder on the role of Medical Affairs within KARL STORZ, including but not limited to in-person training events, virtual training events, recorded content, and brochures for distribution.
                • Oversee the development and maintenance of the M&SA SharePoint site
                  REQUIREMENTS

                  Our successful candidate will have exceptional organizational skills and the ability to multitask . They will also have a strong commitment to servicing customers and collaborating in teams . Additional requirements include, but are not limited to :

                  • A minimum education level of a bachelor's degree in a related field is preferred.
                  • Preferred 6 to 8 years in customer relations or healthcare industry experience, which majority time being customer facing
                  • Preferred 2 to 3 years of direct management of a team
                  • Excellent verbal and written communication skills
                  • Strong listening skills and customer orientation for problem-solving
                  • Possess excellent multi-tasking, organizational, analytical, and time management skills
                  • Must be able to prioritize workload effectively, process work with minimal errors, and meet established deadlines
                  • Must be able to interact with multiple people on all levels and work on projects with frequent interruptions
                  • Proficient in Microsoft Office Applications required
                  • Travel up to 10% to Educational Partner locations, top-tier teaching hospitals, and medical schools and/or to major medical society's annual meetings.
                  • Experience with Tableau, PowerBI, or other data visualization software is ideal.
                  • Demonstrated strong professional spoken and written skills in communicating with coworkers and customers on a one-on-one, small and large group basis.
                  • Congenial, engaging conversationalist, critical thinking ability, high energy.
                  • Ability to build relationships, both internally and externally
                    Institutional and/or Professional Standards
                    • Comply with current laws, other regulatory agencies, and institutional and operating systems.
                    • Adheres to all KARL STORZ Policies and Procedures as they apply.
                    • Presents self with professional appearance and conduct.
                    • Demonstrates willingness and ability to problem-solve and participate in decision-making and innovative strategies.
                    • Demonstrates up-to-date job knowledge.
                    • Demonstrates knowledge of, and adherence to, departmental policies and procedures, utilizing KARL STORZ resources efficiently.
                    • Completes work assignments in a timely and efficient manner.
                    • Participates in various internal and external work groups as required.
                    • Fosters a cooperative environment and works in a collegial fashion with peers in other organizational units.'
                      #LI-NM1

                      Vaccine requirements at KARL STORZ due to COVID-19
                      KARL STORZ is committed to maintaining a safe work environment for our employees and therefore we require the COVID-19 vaccine for all of our employees unless otherwise due to an underlying medical condition or sincerely held religious beliefs. During the interview process, we encourage you to ask how COVID-19 may impact the role you are seeking and if you require a reasonable accommodation regarding the vaccine requirement see below on the process for requesting accommodation. Please click here to learn more about our overall response to COVID-19.

                      Employee Benefits Program Overview for U.S. Locations
                      • Medical / Dental / Vision including a state of the art wellness program and pet insurance, too!*
                      • 3 weeks' vacation, 10 holidays plus paid sick time*
                      • 401K retirement savings plan providing a match of 60% of the employee's first 6% contribution
                      • Section 125 Flexible Spending Accounts
                      • Life, STD, LTD & LTC Insurance
                      • Tuition reimbursement of up to $5,250 per year
                      • Fitness reimbursement up to $200 annually
                      • Employee referral program of up to $2,000 per hire
                      • And much more!
                        *Field sales, internships and part-time employees are not eligible except for where required by state law.
                        Non-employees, including temporary workers and consultants, are not eligible to participate in KARL STORZ benefits program.

                        KARL STORZ reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. Additionally, KARL STORZ, through its supervisors, may require an employee to perform duties outside their normal description within the sole discretion of the supervisor. Employee must comply will all applicable KARL STORZ policies and procedures.

                        Equal Employment Opportunity & Reasonable Accommodation Statement
                        KARL STORZ is committed to creating an inclusive space where employees are valued for their skills and unique experiences. To achieve this goal, we are committed to diverse voices and all applicants will receive consideration without regard to race, color, sex, national origin, disability, veteran status or any other protected characteristic. KARL STORZ is also committed to providing reasonable accommodations during our recruitment process. Should you need assistance or accommodation please email us at TaleoAdministrator@karlstorz.com.

                        Notice to Employment Agencies
                        This recruitment assignment is being managed directly by KARL STORZ's Human Resources team. Human Resources will reach out to our preferred, contracted agency partners in the rare instance additional talent options are required. Your respect for this process is appreciated. KARL STORZ does not accept unsolicited Agency resumes. Resumes received which were unsolicited by KARL STORZ Human Resources department will be ineligible for referral fees.Required
                        Preferred
                        Job Industries
                        • Customer Service

Keywords: KARL STORZ Endoscopy - America, Downey , Manager, Grant Office - REMOTE, Executive , Downey, California

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