Website Submission Specialist

Job Title: Website Submission Specialist (Veeva PromoMats)

Location: Mettawa, IL 60045

Employment Type:

Through end of year 2026 - Potential for FTE Conversion

Work Schedule & Requirements:

Environment:

Candidates must be within proximity to one of the listed sites to work a hybrid schedule or be available for onsite requirements as needed.

FTE Conversion:

In the event of conversion to a Full-Time Employee (FTE), the candidate must be able to maintain a regular hybrid presence.

Role Overview:

The Website Submission Specialist is a newly created, pilot role within the Web Process & Operating Models team. This position is designed to centralize the Veeva PromoMats submission process, acting as a critical bridge between Web Product Owners, Quality Control (QC), Project Managers, and the Authoring team.

The ideal candidate will not only manage the end-to-end submission of digital assets but will also have the unique opportunity to help build and standardize SOPs, intake workflows, and submission structures for the department.

Key Responsibilities:

Veeva Submission Management:

Lead the end-to-end submission of website promotional materials into Veeva PromoMats, ensuring 100% accuracy and compliance.

Quality & Compliance:

Manage accurate anchoring, version control, and reference tagging. Ensure all assets include correct ISI (Important Safety Information), claims, and formatting before review.

Workflow Coordination:

Complete content annotations and reference tagging in

Workfront . Manage post-review updates and re-submissions.

Process Development:

As a new role, you will proactively help establish submission guidelines, SOPs, and departmental workflows.

Cross-Functional Liaison:

Act as the primary point of contact between the Core Web Team (AEM Authors) and the Regulatory/MLR review teams.

System Documentation:

Maintain documentation within AEM Cloud and Workfront to track submission readiness and process improvements.

Technical Qualifications:

Veeva PromoMats (Must-have):

Minimum 3 years of hands-on experience, specifically in submitting digital assets and managing claims/references.

Regulated Industry Experience:

Proven track record working within a highly regulated environment (e.g., Pharma, Biotech, or Life Sciences).

System Proficiency:

Familiarity with

Workfront

for project tracking and

Adobe Experience Manager (AEM) . Note: Hands-on AEM authoring is not required, but a functional understanding of the platform is essential.

Submission Expertise:

Deep understanding of what constitutes a "high-quality submission" for MLR (Medical/Legal/Regulatory) review.

Core Competencies:

Attention to Detail:

Extreme focus on accuracy; ability to spot formatting or reference errors that could impact compliance.

Adaptability:

Comfortable with ambiguity and eager to shape a role that is not yet fully structured.

Communication:

Excellent verbal and written skills to manage multiple stakeholders across different time zones.

Stability:

A consistent work history with a desire to remain hands-on in a process-driven role.

Education:

Bachelor's Degree (Must-have)

Summary of Candidate Fit:

Ideal Background:

Candidates coming from MLR review, promotional review, or digital content submission backgrounds.

Personality:

Proactive, "process-builder" mindset, and comfortable in a hands-on, detail-heavy execution role.

Red Flags:

Lack of direct Veeva experience, inconsistent job-hopping, or candidates looking for a high-level strategic role rather than hands-on submission work.