Access Control, Alliance/Partner Management, Analysis Skills, Automation, Biotech and Pharmaceutical, Continuous Improvement, Cross-Functional, Detail Oriented, Documentation, Documentation Standards, Healthcare, Leadership, Maintain Compliance, Manage Agenda, Marketing, Onboarding, Operational Improvement, Operational Strategy, Operations Management, Operations Processes, Organizational Skills, Performance Metrics, Problem Solving Skills, Process Improvement, Project/Program Coordination, Reporting Dashboards, ServiceNow, Systems Administration/Management, Team Player, Time Management, Trend Analysis, User Interface/Experience (UI/UX)
Agency Operations & Systems Access Coordinator
Salary: $75,000- $89,00 annually
Location: Raleigh, NC (Hybrid) or Remote (U.S.)
Employment Type: Full-Time | W2
Overview
We are seeking a highly skilled Agency Operations & Systems Access Coordinator to drive operational excellence across promotional review systems and agency partner engagement. This role goes beyond coordination-serving as a key owner of access governance, process optimization, reporting insights, and cross-functional alignment.
The ideal candidate brings a strong background in systems administration, workflow optimization, and stakeholder management, with the ability to operate independently, influence processes, and enhance operational efficiency at scale.
Key Responsibilities
Systems Access Governance & Optimization
- Own and manage end-to-end access governance across Promotional Review Systems (Content Lab, Illuminate, LARA)
- Establish and continuously improve access control processes, ensuring compliance, audit readiness, and efficiency
- Lead onboarding strategy for internal users and external agency partners, including training workflows and access provisioning
- Partner with IT and business stakeholders to streamline ServiceNow workflows and reduce turnaround times
- Identify and implement process improvements and automation opportunities across access management
Agency Operations & Stakeholder Management
- Serve as the primary point of contact for agency partners, ensuring a high level of service and operational clarity
- Manage and elevate the Agency Connect function, driving timely, accurate, and professional communications
- Lead coordination and execution of Agency Partner Forums, including agenda development and stakeholder alignment
- Collaborate cross-functionally with Compliance, Marketing, Operations, and IT to ensure seamless execution of processes
Reporting, Analytics & Insights
- Own and enhance reporting frameworks across systems, including access tracking, utilization, and performance metrics
- Build and maintain dashboards (Smartsheet or similar) to provide actionable insights to leadership
- Analyze trends and identify opportunities to improve operational efficiency and user experience
- Support KPI development, tracking, and executive-level reporting
Process Improvement & Documentation
- Lead continuous improvement initiatives across agency operations and systems workflows
- Standardize and document processes to ensure scalability, consistency, and compliance
- Maintain and evolve training materials and system documentation within Illuminate or similar platforms
- Ensure governance over document lifecycle, ownership, and version control
Qualifications
- Bachelor's degree or equivalent experience
- 4-7+ years of experience in operations, systems administration, or program coordination
- Proven experience managing access, workflows, or systems (e.g., ServiceNow, Smartsheet, or similar platforms)
- Strong analytical skills with experience building reports, dashboards, and process insights
- Demonstrated ability to work cross-functionally and influence stakeholders at multiple levels
- Experience in regulated environments (pharma, healthcare, or similar) strongly preferred
- Exceptional communication, organization, and problem-solving skills
What We're Looking For
- Strategic and process-oriented thinker who can identify gaps and drive solutions
- High ownership mindset with the ability to operate independently
- Strong stakeholder presence and ability to manage external partners effectively
- Detail-oriented with a focus on accuracy, compliance, and continuous improvement
- Comfortable navigating ambiguity and leading through change
Why Join Us
- Opportunity to own and shape operational processes at scale
- High visibility with cross-functional and leadership stakeholders
- Exposure to global systems, compliance frameworks, and agency operations
- Collaborative and growth-oriented environment
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Alphanumeric Systems, Inc.