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Operations Coordinator / Project Manager

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This position will serve as an Operations Coordinator (OC) for the Medical Publications Operations group within Global Medical Affairs (GMA). The OC is responsible for assisting and supporting the Operations staff in the planning and execution of medical and scientific poster and congress activities.
This role requires a versatile individual who can manage multiple conflicting priorities in a fast paced environment, learn new systems and processes quickly, possesses demonstrated attention to detail and the ability to take initiative and work independently.
This individual must have strong communication skills, have the ability to quickly shift gears and think outside the box with an innovative spirit.
This individual must be able to work in an ambiguous environment where responsibilities may change based on business need.

Responsibilities:
• Monitor and track poster status with publication leads, operations team members, and vendors
• Gather and monitor poster layout needs from team and provide regular updates to graphic designer
• Assist in managing materials through a quality control process
• Compiling information into PowerPoint slides and email templates
• Basic status reporting, data analysis and metric reporting
• Develop timelines, RACI and Gantt charts
• Set up meetings to facilitate briefing, creative reviews, etc.
• Organize, manage, and take accurate minutes in meetings
• Liaise with external agencies as needed
• Ability to accurately document department processes as needed
• Upload all reference documents to server or shared drives as needed
• Online research
• Ad hoc projects as requested


Requirements:

• 2-3 years’ project management experience – agency or pharma a plus
• Ability to quickly learn new systems, processes and procedures
• Adaptable to challenges of a growing team
• Excellent written and verbal communication skills
• Exceptional attention to detail and organization skills, including ability to handle multiple assignments concurrently
• Ability to lead a monthly meeting - guiding discussion while taking minutes and keeping the meeting agenda on track
• Ability to work with minimal supervision, with little to no instruction on routine work and only general guidance on new assignments
• Ability to work effectively both independently and as part of a team
• Highly proficient in Microsoft Office (especially Excel, Word, PowerPoint), Adobe Acrobat, required; and a working knowledge of basic IT concepts, design software a plus

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