Website Submission Specialist

Job Title: Website Submission Specialist (Veeva PromoMats)

Location: Mettawa, IL 60045 or Florham Park, NJ 07932 - Optional

Employment Type: 12-month assignment - Potential for FTE Conversion

Work Schedule & Requirements:

• Environment: Candidates must be within proximity to one of the listed sites to work a hybrid schedule or be available for onsite requirements as needed.
• FTE Conversion: In the event of conversion to a Full-Time Employee (FTE), the candidate must be able to maintain a regular hybrid presence.

• Veeva Submission Management: Lead the end-to-end submission of website promotional materials into Veeva PromoMats, ensuring 100% accuracy and compliance.
• Quality & Compliance: Manage accurate anchoring, version control, and reference tagging. Ensure all assets include correct ISI (Important Safety Information), claims, and formatting before review.
• Workflow Coordination: Complete content annotations and reference tagging in Workfront. Manage post-review updates and re-submissions.
• Process Development: As a new role, you will proactively help establish submission guidelines, SOPs, and departmental workflows.
• Cross-Functional Liaison: Act as the primary point of contact between the Core Web Team (AEM Authors) and the Regulatory/MLR review teams.
• System Documentation: Maintain documentation within AEM Cloud and Workfront to track submission readiness and process improvements.

• Veeva PromoMats (Must-have): Minimum 3 years of hands-on experience, specifically in submitting digital assets and managing claims/references.
• Regulated Industry Experience: Proven track record working within a highly regulated environment (e.g., Pharma, Biotech, or Life Sciences).
• System Proficiency: Familiarity with Workfront for project tracking and Adobe Experience Manager (AEM). Note: Hands-on AEM authoring is not required, but a functional understanding of the platform is essential.
• Submission Expertise: Deep understanding of what constitutes a "high-quality submission" for MLR (Medical/Legal/Regulatory) review.

• Attention to Detail: Extreme focus on accuracy; ability to spot formatting or reference errors that could impact compliance.
• Adaptability: Comfortable with ambiguity and eager to shape a role that is not yet fully structured.
• Communication: Excellent verbal and written skills to manage multiple stakeholders across different time zones.
• Stability: A consistent work history with a desire to remain hands-on in a process-driven role.

• Ideal Background: Candidates coming from MLR review, promotional review, or digital content submission backgrounds.
• Personality: Proactive, "process-builder" mindset, and comfortable in a hands-on, detail-heavy execution role.
• Red Flags: Lack of direct Veeva experience, inconsistent job-hopping, or candidates looking for a high-level strategic role rather than hands-on submission work.