Managed Services Coordinator (New York)

New York, New York

Position Overview

The Managed Services Coordinator position plays an integral role in the direct support of Polaris’ management consulting and software solutions clients. The Managed Services Coordinator is mainly responsible for administering outsourced compliance functions such as grants coordination, payment processing, data coordination, transparency reporting and other healthcare compliance-related functions.

General Responsibilities

  • Act as the primary contact with the Client and Client’s affiliates and vendors: communicate to obtain additional documentation/information, respond to questions, communicate status and approval decisions, conduct reconciliations, etc.
  • Attain familiarity with client’s payment/spend/grants-related processes and system
  • Triage and route requests to the appropriate approver and reviewer groups
  • Assist in determining the completeness and accuracy of requests and/or data records
  • Coordinate responses to unsolicited requests for assistance from vendors and affiliates
  • Keep abreast of industry standards, rules, regulations and guidelines

Grants-Specific Tasks

  • Reviewing grant requests for complete documentation
  • Review grant applications for appropriateness and compliance with policies, guidelines and procedures
  • Prepare grants for review by grant review committee
  • Support therapeutic area and/or brand multidisciplinary Grants Review Committees (GRC), including coordinating meeting logistics, assist in the preparation of grants reviewed by the committee, and notifying the requestor of decision
  • Review all grants submitted by the requestor. Grants are to be either routed to client management for approval or returned to the requestor for additional information
  • Work with Accounts Payable (AP) to fund approved grants and reconcile returned grant funding
  • Assist client management in preparing for Grant Review Committee meetings
  • Prepare forms and documents related to the grants process
  • Work with grant requestors to complete and submit post-grant reconciliation documents and manage return of unused grant funds

Specific Tasks

  • Record and track all interactions with vendors and affiliates
  • Maintain full compliance with internal policies and government rules and regulations
  • Look for and suggest training/development opportunities for self including MS Word, MS Excel, and MS PowerPoint
  • Ensure responsibilities are ‘covered’ during absences and provide contact information in case of project emergency
  • Manage deliverables as assigned by Manager and Lead Coordinator
  • Inform management of downtime and look for additional tasks or opportunities to assist others
  • Regularly and correctly, according to project manager, enter hours and receipts into Company electronic system, and provide appropriate documentation
  • Provide proactive feedback to project managers related to workload and deliverables 

Qualifications and Experience

  • Bachelors degree, with minimum of 2 – 3 years related experience
  • Good judgment and an independent thinker
  • Thorough and detail oriented systematic worker
  • Customer service and client-facing experience
  • Outgoing personality
  • Excellent verbal and written communication skills
  • Ability to work with internal and external parties at various levels
  • In-depth knowledge of Microsoft Office and internet applications
  • Experience in aggregate spend and transparency a plus
  • Understanding of continuing medical education grants a plus
  • Working knowledge of AMA, ACCME and PhRMA guidelines a plus

Physical and Location Requirements

  • Ability to work in the office on a regular basis (core Polaris hours are 9 am to 6 pm, Monday through Friday in the NYC office)

Please submit application here:

**Polaris is an Equal Opportunity Employer**