Program Coordinator

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 budgets
• Proactively maintain and circulate project tracking and status reports, internally (including liaison with the studio) and externally
• Set 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 codes

• Prepare project kick off materials, including creating project job sheet

• Raise purchase orders for all external services (ICs) as per standard processes and procedures with authorization by an appropriate signatory; track payments

• Generate appropriate correspondence when seeking permission to reproduce illustrations/figures

• Undertake ordering of Journal/British Library held references; Maintain online/paper archive of purchased papers

• Insert 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 manuscripts

• Format documents to journal/house style and PowerPoint slides to agreed template; incorporate scientific/editorial/client revisions as directed

• Assist with QC and fact-checking on requested projects
• Responsible 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 appropriate
• Responsible 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 databases

• Serve as a super-user for databases, responding to users’ questions and training new employees

• Coordinate the permissions process to provide access to new employees and Managers

• Manage the review and approvals process

• Assist 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 directed
• Schedule 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 appropriate
• Set 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 correspondence
• Recognize problems concerning the progress of projects reporting to Managers in a timely fashion
• Assist in proposal and budget development and pitch presentation development
• Identify and assist in the training of processes and associated skills (eg, software skills)

Maintain a proactive approach to the above activities, asking questions as necessary and initiating tasks, without the need for prompting

• Organize own workload, prioritizing work through regular discussions with Manager and project managers
• Make Manager aware of potential work overload (under-resource) or timing difficulties
• Provide recommendations for solutions to problems/issues to internal team members
• Demonstrate follow through on assigned tasks and prioritize tasks to meet task timelines
• Undertake all liaison in a tactful, polite, clear, concise, and effective manner, taking and acting on clear, detailed, and accurate messages

General Team Support

• Proactively set up and coordinate with Manager the Induction Program for new starters
• Actively contribute to induction programs and the training and development of new support staff and other employees
• Organize all travel and accommodation for team members
• Make all necessary arrangements for client visits and off-site meetings
• Handle 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 appropriate
• Adhere to company courier and postal procedures
• Maintain relevant internal and external e-mail distribution groups
• Archive completed projects (electronic and hard copy) on a regular basis, in accordance with the company archiving policy

Skills:

• 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 media
• Confident processing financial information and trackers under the guidance of Manager
• A confident self-starter who is capable of knowing how best to action/respond to specific requests and information received from a variety of external and internal sources
• Strong interpersonal and communications skills, including ability to compose own correspondence to agree professional standard
• Excellent organizational and multi-tasking skills, with the ability to coordinate several projects at different stages, meeting strict deadlines and follow-up proactively; effective time management
• Accuracy and attention to detail
• Team player with client-focused approach
• Motivated, proactive, flexible approach, with ability to follow tasks to completion
• Exhibit confidentiality regarding sensitive information and a professional demeanor at all times
• Proficient use of the English language

Knowledge and Experience:

• Project and team coordination
• Experience within the medical communications environment would be an advantage

Education:

• Ideally Degree preferred, eg, Life science, Marketing, Business qualifications