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.