Program Coordinator
3 weeks ago
Key Accountabilities:
Support Account Team for Successful Project Delivery
Provide team members with skilled support in the implementation and management of specified projects within agreed time schedules and budgetsProactively maintain and circulate project tracking and status reports, internally (including liaison with the studio) and externallySet up and maintain accurate project information on all tracking tools (internal and external)Set-up project (status reports, tracking documents, document naming convention) and project codesPrepare project kick off materials, including creating project job sheetRaise purchase orders for all external services (ICs) as per standard processes and procedures with authorization by an appropriate signatory; track paymentsGenerate appropriate correspondence when seeking permission to reproduce illustrations/figures online/paper archive of purchased papersInsert Reference Manager citations into manuscripts and format to style; maintain Reference Manager databases within account team(s)Provide information on abstract and/or manuscript submission guidelines, proactively ascertain and collate all information required for submission package, and undertake submission (eg, online) of abstracts or manuscriptsFormat documents to journal/house style and PowerPoint slides to agreed template; incorporate scientific/editorial/client revisions as directedAssist with QC and fact-checking on requested projectsResponsible for preparing for team meetings, including scheduling, material preparation, creation and maintenance of project tracking materials, timeline creation, taking minutes, and addressing any other issues; attend internal client/project meetings as appropriateResponsible for the maintenance of client publication tracking tools, eg, Datavision, PubStrat, both content and financial, including the following if needed:Site coordinator for governance and updating user rights for databasesServe as a super-user for databases, responding to users' questionsand training new employeesCoordinate the permissions process to provide access to newemployees and ManagersManage the review and approvals processAssist with the financial tracking of projects, including preparing hour reports,invoice schedules, client financial project tracking reports, CIS tracking, budget revisions, reconciliations, and reviewing for anomalies and maintaining documented histories of projects as directedSchedule and coordinate arrangements for client, authors, faculty/KOL meetings/teleconferences, including circulation of invites and agenda, liaison with client/KOL regarding arrangements, meeting presentations, and collation/circulation of materials, as appropriateSet up appropriate filing systems to store all correspondence and documentation in standard directory structure. Ensure assigned team members agree and adhere to common filing practices. Keep project files up to date for quick and easy retrieval of correspondenceRecognize problems concerning the progress of projects reporting to Managers in a timely fashionAssist in proposal and budget development and pitch presentation developmentIdentify and assist in the training of processes and associated skills (eg, software skills)Maintain a proactive approach to the above activities, asking questionsas necessary and initiating tasks, without the need for promptingOrganize own workload, prioritizing work through regular discussions with Manager and project managersMake Manager aware of potential work overload (under-resource) or timing difficultiesProvide recommendations for solutions to problems/issues to internal team membersDemonstrate follow-through on assigned tasks and prioritize tasks to meet task timelinesUndertake all liaison in a tactful, polite, clear, concise, and effective manner, taking and acting on clear, detailed, and accurate messagesGeneral Team SupportProactively set up and coordinate with Manager the Induction Program for new startersActively contribute to induction programs and the training and development of new support staff and other employeesHandle all incoming and outgoing project-related mail appropriately and promptly; carry out routine checking of e-mail in absence of team members, pass on to relevant employees or action as appropriateMaintain relevant internal and external e-mail distribution groupsArchive completed projects (electronic and hard copy) on a regular basis, in accordance with the company archiving policySkills:Competent in the use of Word (Advanced), PowerPoint (Advanced), Excel (Advanced), Outlook (Advanced) and Reference Manager (Intermediate) and sound knowledge of databases (eg, Access)Ability to source information using the Internet and other mediaConfident processing financial information and trackers under the guidance of ManagerA confident self-starter who is capable of knowing how best to action/respond to specific requests andinformation received from a variety of external and internal sourcesStrong interpersonal and communications skills, including ability to compose own correspondence to agree professional standardExcellent organizational and multi-tasking skills, with the ability to coordinate several projects at different stages, meeting strict deadlines and follow-up proactively; effective time managementAccuracy and attention to detailTeam player with client-focused approachMotivated, proactive, flexible approach, with ability to follow tasks to completionExhibit confidentiality regarding sensitive information and a professional demeanor at all timesProficient use of the English languageKnowledge and Experience:Project and team coordinationExperience within the medical communications environment would be an advantageEducation:Ideally Degree preferred, eg, Life science, Marketing, Business qualifications#LI-REMOTE
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