Job Description

Job Title: Marketing Documentation Specialist

Pay: $43 - $46/hourly

Location: Princeton, NJ – Full-Time On-site

Job Type: Assignment for 12 months, strong potential to convert to full-time, permanent.

Department: Marketing / Quality / Regulatory Affairs

Position Summary

The Marketing Documentation Specialist is a key contributor responsible for managing the Electronic Document Management System (EDMS) and leading the enterprise Ad Promo and Non-Promo review processes. As the subject matter expert (SME), this role ensures the compliant, efficient, and high-quality review and approval of promotional content across the organization. This position requires a proactive, detail-oriented professional with excellent cross-functional collaboration and communication skills.

Ad Promo & Non-Promo Process Management:

• Manage the end-to-end review process for advertising and promotional (Ad Promo) and non-promotional content within the EDMS.
• Implement and maintain a tiered review structure based on content type and risk assessment.
• Align processes with enterprise goals to increase efficiency, ensure regulatory compliance, and improve content quality and collaboration.

EDMS Administration:

• Oversee user access, role assignment, and system configurations.
• Ensure completion of required training and assign roles based on function.
• Provide day-to-day user support and training on EDMS workflows and compliance requirements.

Compliance & Quality Assurance:

• Maintain thorough documentation to support audits and regulatory requirements.
• Monitor submission traffic and escalate items to meet business timelines and priorities.
• Act as a reviewer for web content changes and translated materials.
• Support internal and external audits with appropriate documentation and insights.

Process Improvement & Metrics:

• Collect and analyze performance metrics to identify inefficiencies and recommend improvements.
• Collaborate with cross-functional teams to enhance workflows, review timelines, and system integration.
• Share best practices, process updates, and content expiration tracking reports with stakeholders.

Training & Documentation Management:

• Develop and maintain up-to-date training materials; conduct refresher courses as needed.
• Lead the revision and routing of controlled quality system documents for approval.
• Coordinate with external vendors on quarterly system updates and lead user acceptance testing (UAT)

Qualifications:

• Bachelor’s degree in Communications, Regulatory Affairs, Quality Management, or related field.
• 3–5 years of experience in electronic document control systems within regulated industries (preferably healthcare or life sciences).
• Experience with systems such as Veeva PromoMats, Pepper Flow, or Ensur.
• Excellent organizational, analytical, and communication skills.
• Proven ability to manage multiple priorities and collaborate with marketing, legal, regulatory, and quality teams.
• Knowledge of digital transformation initiatives and compliance-driven environments.

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