DAVA Oncology
Website:
davaonc.com
Job details:
Company: DAVA Oncology
Employment Type: Full-Time
Work Location: Remote / Work From Home (India)
Work Schedule: U.S. Business Hours – Mandatory Night Shift
Shift Start Time: 6:00 PM IST
Experience Required: 3-4 years of relevant professional experience
Educational Qualification: Master's degree in Biotechnology, Life Sciences, Pharmacy, or a related scientific discipline
About DAVA Oncology
DAVA Oncology is a Dallas, Texas–based oncology-focused consulting and medical education company. We organize scientific meetings, virtual educational programs, regional oncology colloquia, and international oncology summits that bring together leading oncologists, academic researchers, and pharmaceutical industry professionals. Our programs focus on advancing scientific discussions and sharing emerging clinical developments across oncology therapeutic areas.
Job Overview
We are seeking a highly organized, detail-oriented, and proactive Oncology Program Operations Analyst to support the planning, coordination, execution, and post-program management of virtual oncology educational programs for U.S.-based healthcare professionals (HCPs).
This position involves coordinating faculty and attendee recruitment, managing program schedules and logistics, preparing webinar materials, supporting live virtual meetings, tracking attendance, and maintaining accurate program records.
The ideal candidate will have a basic understanding of oncology, strong communication and coordination skills, excellent attention to detail, and the ability to independently manage multiple assignments under tight deadlines.
This is an operations-focused position, not a medical writing or research position.
Key Responsibilities
1. Pre-Program Planning and Coordination
- Prepare, clean, validate, and maintain healthcare professional recruitment lists, ensuring data accuracy and removal of duplicates.
- Research, source, and verify HCP contact information, including professional email addresses and telephone numbers.
- Validate participant eligibility based on program-specific selection criteria.
- Coordinate faculty invitations, confirmations, scheduling, and follow-up communications.
- Manage attendee recruitment campaigns, registration tracking, invitations, and reminders.
- Create and maintain calendar invitations for faculty, industry participants, internal teams, and attendees.
- Schedule and configure Zoom meetings and webinars, including registration settings, access permissions, and host/co-host assignments.
- Monitor registration progress against program targets and coordinate additional recruitment activities when required.
- Prepare and maintain program-specific participant lists, meeting schedules, and operational trackers.
2. Day-of-Program Preparation
- Prepare and distribute program reminders, including same-day, one-hour-before, and live-now communications.
- Send SMS reminders to registered participants through designated messaging platforms.
- Distribute finalized meeting links, agendas, presentation decks, and relevant materials to faculty and stakeholders.
- Configure Zoom webinar polls, panelist invitations, permissions, and recording settings.
- Verify participant access, presentation materials, meeting links, and technical requirements before the program.
- Coordinate pre-meeting checks with faculty, moderators, and internal teams.
- Ensure that all operational requirements and deliverables are completed before the scheduled program.
3. Live Virtual Program Execution
- Launch, host, and manage virtual Meet & Greet sessions, webinars, and other online oncology programs.
- Coordinate faculty, moderators, industry representatives, and attendee participation.
- Monitor audio, video, connectivity, and participant access throughout the sessions.
- Manage slide presentations, polls, panelist permissions, webinar settings, and recordings.
- Provide real-time technical and operational assistance to faculty and participants.
- Monitor live attendance and resolve access-related or technical issues.
- Coordinate with internal team members to ensure programs run according to schedule.
- Troubleshoot unexpected issues promptly and professionally to minimize disruption.
4. Post-Program Closeout and Reporting
- Reconcile registration data against actual program attendance.
- Verify, organize, and archive webinar recordings, presentation decks, attendance reports, and other program documents.
- Update program trackers with final registration and attendance numbers.
- Prepare post-program operational summaries and attendance reports.
- Document recruitment performance, attendance trends, technical issues, and follow-up requirements.
- Coordinate timely completion of post-program deliverables.
5. Program Management and Stakeholder Communication
- Manage multiple virtual programs simultaneously, ensuring deadlines and deliverables are met.
- Maintain accurate spreadsheets, program calendars, checklists, and operational trackers.
- Communicate professionally with U.S.-based healthcare professionals, academic faculty, pharmaceutical industry representatives, and internal teams.
- Follow established operating procedures while identifying opportunities to improve workflow efficiency.
- Escalate operational or technical issues promptly when necessary.
- Maintain confidentiality and accuracy when managing participant information and program documentation.
Mandatory Eligibility Criteria
Candidates must meet all the following requirements to be considered.
1. Educational Qualification
- Completed master's degree (M.Sc., M.Pharm, M.Tech, or equivalent) in Biotechnology, Life Sciences, Pharmacy, Biomedical Sciences, or a closely related scientific discipline.
- A bachelor's degree alone does not meet the minimum educational requirement.
2. Professional Experience
- Minimum 2 year and preferably up to 4 years of relevant full-time professional experience.
- Experience may be in healthcare operations, program coordination, pharmaceutical services, medical education, scientific event management, or related functions.
3. Oncology Knowledge
- Basic understanding of oncology terminology, common cancer indications, treatment modalities, and the oncology healthcare ecosystem is mandatory.
- Prior professional exposure to oncology through healthcare, pharmaceutical, medical education, or related activities is preferred.
- Candidates must be comfortable communicating about oncology-related programs and engaging with healthcare professionals.
4. Mandatory Night Shift
- Must be willing and able to work during U.S. business hours on a regular basis.
- The shift starts at 6:00 PM Indian Standard Time (IST).
- Candidates must be comfortable with evening/night working hours and supporting scheduled live virtual programs.
5. Communication Skills
- Good written and verbal English communication skills.
- Ability to draft professional emails, coordinate schedules, and communicate effectively with U.S.-based stakeholders.
- Strong follow-up discipline and professional interpersonal skills.
6. Technical Proficiency
- Working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook.
- Familiarity with Zoom, Microsoft Teams, Google Calendar, and other virtual meeting platforms.
- Ability to maintain accurate spreadsheets, track multiple activities, and work with digital communication tools.
- Willingness to learn new software and operational systems.
7. Organizational and Operational Skills
- Strong attention to detail and accuracy.
- Ability to manage multiple deadlines and independently complete assigned responsibilities.
- Excellent organizational, time-management, and problem-solving skills.
- Ability to remain composed and respond effectively during live virtual programs.
8. Remote Work Readiness
- Must be comfortable working independently in a fully remote environment.
- Reliable internet connectivity, a suitable home-working environment, and availability throughout the assigned shift are essential.
- This is a fully remote position requiring consistent availability and a reliable work-from-home setup.
Application Instructions
Interested candidates should submit their updated resume clearly highlighting:
- Educational qualifications and master's degree specialization.
- Relevant professional work experience.
- Previous exposure to oncology, pharmaceuticals, healthcare operations, or medical education programs.
- Experience coordinating webinars, online meetings, or healthcare professional engagement activities.
- Proficiency with Excel, Zoom, email communication, and operational tracking.
- Confirmation of willingness to work the mandatory night shift starting at 6:00 PM IST.
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