Position Overview
The Senior Submissions Associate will play a key role in preparing electronic regulatory submissions by overseeing document formatting, remediation, quality control, and publishing processes. This position is also responsible for ensuring that eCTD submissions are compliant, as well as for maintaining accurate, consistent, and timely planning and tracking of submissions. This individual will collaborate with cross-functional teams as needed to coordinate workflow and manage submission timelines effectively. This role supports Regulatory Operations with day-to-day submission publishing, archiving, document formatting, and regulatory system data maintenance. The position is initially a part-time contract, with potential for extension or conversion to full-time depending on performance, cultural fit, and organizational growth.
This role is fully remote and will report directly to the Head of Regulatory Operations.
Responsibilities
- Coordinate the compilation, publishing and submission for client applications in accordance with established timelines and submission dates in a compliant manner using applicable software (i.e. DocuBridge, Veeva, etc.) ensuring consistency, completeness, and adherence to regulatory Health Authority standards.
- Responsible for the formatting and document remediation of regulatory health authority documents submitted.
- For assigned submissions, collaborate with regulatory leaders to establish the submission scope, goals, tracking/status, and deliverables. Subsequently, plan and schedule submission timelines and milestones accordingly.
- Critically review regulatory submissions to ensure clarity, consistency, and conformance to regulations, guidelines and regulatory strategy as well as suitability for submission to regulatory agencies.
- Responsible for troubleshooting and resolving publishing technical issues.
- Coordinate and consult with other departments on the content, review, and assembly of regulatory documentation and submissions.
- Manage the archiving of regulatory submissions and correspondence in the Regulatory Information Management (RIM) system.
- Attend project team meetings as needed to assist in the compilation of submissions.
- Ensure adherence to Company Standard Operating Procedures.
- Prepare and submit reports to senior management, as required
- Research and contribute to developing regulatory filing procedures (CMC, clinical and non-clinical) to ensure the shortest review and approval times for regulatory applications
- Assist in the creation of guidelines and techniques that support improving the efficiency of for submissions as well as providing training on these areas as required
- Perform hands-on eCTD publishing for investigational submissions across 6 8 ongoing programs.
- Support submission archiving and compliance documentation.
- Assist with data migrations into Veeva RIM and related modules (estimated initial 6-month migration window).
- Maintain correspondence records and ensure traceability within regulatory systems.
- Execute document formatting using Microsoft Word with appropriate style guidelines.
- Support daily submission volumes, especially during peak cycles.
- Potential engagement with broader Veeva platform functions (Medical Affairs, additional modules) as systems expand
Required Experience
- A minimum of a bachelor's degree in a scientific or technical discipline is desired; equivalent work experience may be accepted.
- A minimum of 5 years of experience in regulatory operations within the pharmaceutical industry with dedicated expertise in compilation, formatting, publishing, and placement of data and documents in eCTD format.
- Possess extensive experience compiling and publishing eCTD and non-eCTD investigational submissions such as but not limited to US INDs, US IND amendments, Canadian CTA's, IMPDs and other international submissions.
- Experience working with external publishing vendors desired.
- Expertise in Regulatory software ie, Lornez, DocuBridge and Veeva RIM
- Expertise in understanding CTD/eCTD submission structure and requirements for global submission types (e.g., IND, NDA, MAA, NDS, CTA, DSUR, PSUR, REMS, etc.).
- Excellent verbal and written communication and presentation skills. A strong training skill is a plus.
- Very strong interpersonal skills and ability to build relationships with cross-functional teams.
- Superior knowledge of Microsoft Office suite, Adobe Acrobat, Adobe Plug-Ins (PDF Tools, Toolbox, etc), eCTD publishing tools, eCTD validation and viewing tools.
- Solid experience and knowledge of SharePoint technology and project management tools are desired. Experience with document management systems such as Veeva Submisison/Submission Archive desirable
- Strong knowledge of StartingPoint (or similar eCTD authoring) templates.
- Demonstrated project management, organizational, and planning skills.
- Ability to excel at multi-tasking, maintain strong attention to detail, and remain result driven to consistently meet deadlines.
- Ability to work independently with minimal supervision, as well as work in a team environment with changing timelines and priorities.
- Must be able to adhere to strict project timelines, and to advise teams and management of impacts and changes in project timelines.
- Strong understanding of the internal and external interdependencies among submission activities that impact the schedule or quality of a submission to proactively manage these interdependencies, ensuring that submission goals are met in a timely manner and uphold the highest standards of quality.
Required Technical Skills
- Hands-on eCTD publishing experience (recent-within the past 12 months)
- Experience using Lorenz DocuBridge v5 (or similar-transferable)
- Experience using DXC Toolbox / ISI Toolbox (Preferred)
- Strong Adobe Acrobat PDF tools competency
- Advanced Microsoft Word formatting (styles, templates, technical document structure)
- Experience with archiving processes and submission logging (preferred)
- Exposure to Veeva RIM preferred (or other EDMS systems)
Ideal Background & Education
- 5 7 years Regulatory Operations experience strongly preferred
- Degree required (Bachelor's preferred; Associate considered)
- Previous experience in pharma, biotech, or regulatory publishing environment highly beneficial
Soft Skills & Culture Fit
This role requires someone who is:
- Self-motivated and independent able to work without constant guidance
- Solution-oriented proactively identifies gaps and proposes improvements
- Collaborative and communicative not afraid to escalate or seek clarification
- Resilient in ambiguity adaptable to a fast-moving, evolving workload
- Detail-driven and quality-focused regulatory content must be precise
- Passionate about Regulatory Operations enjoys the work, not just the title
- The team values a partnership mindset-someone who wants to grow with the function and sees regulatory publishing as meaningful-not just repetitive tasks.
Additional Notes
- Opportunity for a long-term role if the candidate demonstrates:
- Strong performance
- Ownership of tasks
- Cultural alignment
- Passion for continuous learning
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