Marketing Documentation Specialist

Description

Job Description:

• As a Marketing Documentation Specialist, you will lead and manage the electronic data management system (EDMS) and serve as the subject matter expert (SME) for the Enterprise Ad Promo and Non-Promo process.
• This role is central to ensuring the efficient, compliant, and high-quality review and approval of advertising and promotional materials across the organization.
• You will be responsible for overseeing the tiered content review process, aligning with enterprise-wide goals to streamline workflows, enhance collaboration, and improve content quality. This includes managing system access, training, compliance, and analytics, while also supporting digital transformation initiatives.
• You will work cross-functionally with marketing, regulatory, legal, and quality teams, operating independently in a fast-paced environment.
• This position is ideal for a detail-oriented, proactive individual with strong communication and organizational skills.

Key Responsibilities:

Enterprise Ad Promo & Non-Promo Process Management:

• Oversee the end-to-end Ad Promo and Non-Promo review process within the EDMS.
• Implement and maintain a tiered review structure based on content type and risk level.
• Ensure alignment with enterprise goals:
• improved efficiency, content quality, compliance, and collaboration.

EDMS Administration:

• Manage user access, role assignments, and system configurations.
• Validate training completion and assign roles based on job functions.
• Provide day-to-day user support and training on EDMS workflows and compliance requirements.

Compliance & Quality Assurance:

• Maintain accurate records, support audits, and ensure adherence to SOPs.
• Monitor job traffic and expedite reviews to meet timelines and priorities.
• Serve as a reviewer for translated materials and web content changes.
• Support internal and external audit requests

Process Improvement & Metrics:

• Collect and analyze metrics to identify areas for process improvement.
• Collaborate with stakeholders to drive enhancements in review cycles and system integration.
• Communicate best practices, system updates, and expiration reports.

Training & Documentation:

• Update training materials and conduct refresher sessions.
• Revise and route quality system documents for approval.
• Coordinate with vendors on quarterly software updates and perform user testing.

Qualifications:

• Bachelor’s degree in Communications, Regulatory, Quality, or related field.
• 3–5 years of experience managing quality electronic document control systems, preferably in healthcare.
• Familiarity with systems like Veeva PromoMats, Pepper Flow, or Ensur.
• Strong record-keeping, communication, and problem-solving skills.
• Proven ability to manage multiple projects and collaborate across teams.
• Experience with compliance-driven environments and digital transformation initiatives.