Job Description
Job Description
Description :
Specific Titles and Responsibilities :
There are 2 titles that correspond to the position of Project Manager :
- Project Manager (PM)
- Senior Project Manager (SPM)
The PM is responsible for efficiently managing the day-to-day, tactical implementation of projects on time and within budget.
The PM understands and directs the implementation approach within the Account team, Clinical Services, and shared service departments to effectively execute each tactic, ensuring that deliverables are being met and timelines are being managed.
This position requires skills such as organization, time management, communication (written and verbal), and multitasking.
Must demonstrate an understanding of project components to efficiently and proactively drive project completion.
A SPM has mastered all of the PM responsibilities, has successfully implemented a broad range of projects, and shows seniority through experience in the ability to take on added responsibility from the Account Manager (AM) / Account Director (AD).
The SPM can work independently and simultaneously from start to finish, with minimal input from his / her supervisor on a variety of projects.
Acts as the AM / AD right hand on client calls to ensure projects are moving forward.
Core areas of responsibility include :
Business Knowledge / Operational Practices
- Basic working knowledge of the therapeutic area and product
- Understanding of the medical education industry and the nuances of the pharmaceutical industry
- Supports and drafts submissions for the AM / AD with medical / legal / regulatory (MLR)and have knowledge of the assigned client’s MLR review process
- Supports the AM / AD with the management of virtual platforms in use (internal and external facing)
- Organizes folders and files on the agency server. Ensure the drive is clean, old files are placed into archive, etc
- Manages calendar holds for meetings, if applicable
- Drives the consultant / speaker contract process (manual or DocuSign), if applicable
- Adheres to agency standard operating procedures
- Research (congresses, journals, vendors, programs, etc)
- Liaises with congress and association leadership when considering sponsorship opportunities, if applicable
- Liaises and with internal stakeholders (clinical, editorial, graphics) and outside vendors to line up appropriate services and communicates timing and deadlines accordingly.
Ensure editorial and creative hot sheets are submitted accurately
Individual Effectiveness / Job Knowledge
- Self-directed and requires little supervision
- Understands projects and expected deliverables, including the level of support / skill required to execute a flawless project
- Ability to develop project timelines and understands steps and milestones required for completion
- Collaborates with Meeting Operations to develop or review registration sites via CVENT; develops surveys via SurveyMonkey;
sets up contracts in DocuSign with direction and guidance from the AM, if applicable
- Facilitates and drives HCP payments and state reporting with the PC / AM / AD and finance team, if applicable
- Manages debarment process, if applicable
- Liaises with clinical team to obtain permissions, if applicable
- Helps prepare and ship materials to meeting site, if appliable
- Effectively supports client status meetings (may act as lead in AM / AD absence)
- Understands and implements projects with customer-centric focus
- Ability to speak about updates and the status of individual projects at client and internal meetings
- Provides PC guidance and mentorship for project-related activities
Communication
- Provides clear communication across all internal teams (Clinical Services, Meeting Planning, Editorial, Creative Services, Finance) as well as external vendors
- Develops materials and drafts communications, both internal and external, with high attention to consistency, clarity and detail, requiring little revisions by AM / AD
- Manages and oversees HCP communications
- Reviews PC drafts and route materials
- to / from Editorial and Creative Services
- for team review; obtain final approvals for upload / print / distribution
- Co-leads with the AM / AD kick-off meetings, status meetings, and post-meeting debriefs (internally and with the client)
- Prepares weekly status reports and meeting minutes for internal and client meetings
- Accessible to their team and client both during and after work hours, as needed
Time Management
- Extremely organized, effective in time management, communication / interpersonal skills, and multitasking
- Reinforces the importance and use of a project timeline with the team and adapt (with ease) as necessary to client changes
- Has the ability to prioritize and reprioritize tasks based on client direction and sense or urgency
- Develops, updates, and manages project timelines
- Drives timelines to ensure all deliverables are going through the proper process and next steps
- Manages deadlines and deliverables by working closely with internal departments, external vendors, and account team to ensure timing for deliverables is appropriate
- Works efficiently and with a sense of urgency to ensure projects remain on task
Budget Management
- Obtains vendor quotes; negotiates for optimal pricing based on project scope prior to initiating any work; multiple quotes should be solicited prior to vendor selection
- Ensures vendor quotes are within budget (if already set); ensures final invoices are received in a timely manner
- Assists in managing HCP payments and state reporting with finance team and ensure it is completed
- Maintains a strong understanding of clients’ state reporting systems and ensures data is shared in a timely manner
- Submits invoices and job code request forms to finance
- Requests reconciliation from Finance once project is completed and provide a first review to ensure all invoices have been captured and coded appropriately
Requirements : Required
Required
- PM : 1-2 years of relevant experience (medical communications experience preferred) or 9 months p-value experience
- Senior PM : minimum 2 years of medical communications experience, including client-facing experience
- Travel as business requires
- Bachelor’s degree
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