Program Coordinator – Medical Communications

📋 Description

• Assist the Account Team in ensuring successful project execution.

• Offer skilled support to team members in the implementation and management of designated projects within established timelines and budgets.

• Actively manage and disseminate project tracking and status reports, both internally (including coordination with the studio) and externally.

• Establish and maintain accurate project information across all tracking tools (both internal and external).

• Set up project-related materials (status reports, tracking documents, naming conventions) and project codes.

• Create project kick-off materials, including the development of the project job sheet.

• Generate purchase orders for all external services (ICs) following standard procedures with appropriate authorization; monitor payments.

• Produce necessary correspondence when requesting permission for reproducing illustrations or figures.

• Manage orders for Journal/British Library held references; maintain both online and paper archives of acquired papers.

• Insert citations from Reference Manager into manuscripts and format them according to the required style; maintain Reference Manager databases within account teams.

• Provide information on abstract and/or manuscript submission guidelines, proactively gather all necessary materials for submission packages, and manage submissions (e.g., online) of abstracts or manuscripts.

• Format documents according to journal or house style and prepare PowerPoint slides to the agreed template; implement scientific, editorial, or client revisions as directed.

• Assist with quality control and fact-checking for requested projects.

• Prepare for team meetings, including scheduling, material preparation, creation and maintenance of project tracking documents, timeline development, note-taking, and addressing any other issues; attend internal client/project meetings as required.

• Maintain client publication tracking tools, such as Datavision and PubStrat, both in terms of content and finances, including acting as Site Coordinator for governance and updating user rights for databases if necessary.

• Serve as a super-user for databases, addressing user inquiries and training new employees.

• Coordinate the permissions process to grant access to new employees and managers.

• Oversee the review and approval processes.

• Assist in the financial monitoring of projects, including preparing hour reports, invoice schedules, client financial project tracking reports, CIS tracking, budget adjustments, reconciliations, and reviewing for discrepancies while maintaining documented project histories as directed.

• Organize and coordinate logistics for client, authors, faculty/KOL meetings/teleconferences, including distributing invites and agendas, liaising with clients/KOLs regarding arrangements, meeting presentations, and collating/circulating materials as necessary.

• Establish appropriate filing systems for storing all correspondence and documentation within a standard directory structure. Ensure that assigned team members comply with common filing practices. Keep project files current for quick and easy retrieval of correspondence.

• Identify challenges concerning project progress and report these to managers in a timely manner.

• Assist with proposal and budget development, as well as pitch presentation preparation.

• Identify and assist in training processes and associated skills (e.g., software skills).

• Maintain a proactive approach to all activities, asking questions as needed and initiating tasks independently.

• Organize personal workload, prioritizing tasks through regular discussions with the manager and project managers.

• Inform the manager of potential work overloads or timing issues.

• Provide internal team members with recommendations for solutions to problems or issues.

• Demonstrate follow-through on assigned tasks and prioritize work to meet deadlines.

• Conduct all communications in a tactful, polite, clear, concise, and effective manner, ensuring accurate message taking and actions.

• Proactively coordinate with the manager to establish the Induction Program for new hires.

• Actively participate in induction programs and the training and development of new support staff and other employees.

• Arrange all travel and accommodation for team members.

• Make necessary arrangements for client visits and off-site meetings.

• Manage all incoming and outgoing project-related mail promptly and appropriately; routinely check email in the absence of team members, forwarding to the relevant employees or addressing as necessary.

• Adhere to company courier and postal procedures.

• Maintain relevant internal and external email distribution groups.

• Regularly archive completed projects (both electronic and hard copy) in accordance with company archiving policies.

⛳️ Requirements

• Experience in project and team coordination.

• Background in the medical communications field is a plus.

• Proficient in the use of Word (Advanced), PowerPoint (Advanced), Excel (Advanced), Outlook (Advanced), and Reference Manager (Intermediate), along with solid knowledge of databases (e.g., Access).

• Ability to gather information using the Internet and other media sources.

• Confident in processing financial information and trackers under the guidance of the manager.

• A self-motivated individual who understands how to effectively respond to specific requests and information from various external and internal sources.

• Strong interpersonal and communication skills, including the ability to draft professional correspondence independently.

• Exceptional organizational and multitasking abilities, capable of managing multiple projects at various stages while adhering to strict deadlines and proactively following up; effective time management skills.

• Precision and attention to detail.

• Collaborative team player with a client-focused mindset.

• Driven, proactive, and flexible, with the capacity to see tasks through to completion.

• Maintain confidentiality concerning sensitive information and uphold a professional demeanor at all times.

• Proficient in the English language.

🏝️ Benefits

• Health insurance.

• Opportunities for professional development.