Project Manager (Medical Communications)

My client, a leader in medical communications, is seeking a Program Manager to join its publication planning team!

Program Manager

As an integral part of the Client Services team, Program Managers are responsible for developing and coordinating all client project elements including proposal development, financial tracking/reporting and budgeting, project and timeline management, and collaborating with account team members to update project status reports and drive program development across stakeholder groups. Involves interface with internal departments (including scientific services, meetings and creative/digital), clients, external experts and vendors. Program Managers ensure all project elements are implemented according to objectives, specifications, on schedule and on budget.

Specific Responsibilities:

Project Management:

• Consolidate and coordinate project revisions based on input received (scientific, meetings and creative services).
• Interface with client team members to keep them apprised of project progress; develop, maintain and distribute internal client status reports weekly.
• Develop, maintain and update project timelines and schedules.
• Track projects against timelines and ensure deadlines are met by all team members.
• Uphold communication among all team members to drive project development and ensure delivery on time and within budget.
• Route/traffic project elements at each phase of development among appropriate internal and external team members for review.
• Maintain server files for all client programs, including project number assignment and set up.

Proposal Development:

• Interface with creative, scientific/editorial and meetings team leads to gain input on scope of work and hours needed to complete the proposed initiative.
• Assist with development of project proposals for assigned clients.
• Populate pricing worksheets, including staff time and pass through costs.

Financial Tracking:

• Review timesheets and enter time/costs into budget.
• Build budgets for newly-won projects, track budgets against actuals.
• Facilitate and prepare invoicing.
• Reconcile projects after completion; work with all departments to set deadlines for complete reconciliation.
• Manage overall client budget. Monitor costs and report major variances to Account Manager.
• Monitor and track budget status for all assigned programs and maintain on CRM system to ensure alignment with status of assigned accounts.

Meetings:

• Prepare client status reports.
• Schedule start-up meetings to initiate start of project.
• Prepare client profile and assign project responsibilities.
• Assist in preparing client presentations and prepare financial information to keep client apprised.

Communications & Routing:

• As necessary, follow-up with team members, internal departments, clients, faculty and vendors for information required for thorough project implementation.
• Prepare written correspondence such as: client letters, invitations and confirmation for meeting-related projects, information packets and status reports.
• Proofread correspondence for thoroughness and accuracy. Route to appropriate departments for review. Incorporate edits and comments.

Core Experience and Skills:

• Minimum of 1-5 years experience in medical communications with a role in program or project management supporting publication planning accounts.
• Advanced computer skills including publications software (especially DataVision), knowledge of Internet searches and Microsoft Windows software including: Word, Excel and PowerPoint.
• Excellent written and verbal communication and interpersonal skills.
• Ability to thrive in a fast paced environment, work to and within multiple deadlines and to juggle multiple projects.
• Strong client communication skills – ability to write, speak and interact with client and faculty members.
• Strong financial, administrative and organizational skills, including ability to multi-task.