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

Program Coordinator- Medical Communications