Corporate Services - Project Coordinator

Position Title: Team/Project Coordinator, WW Medical Learning



Level: Team/Project Coordinator (EG70)

Function: WW Medical Learning

Division: Commercialization Learning

Group: WW Medical Learning

Location: Princeton Pike, USA 100% on-site



Summary

At Client, we are inspired by a single vision – transforming patients' lives through science. In oncology, hematology, immunology, and cardiovascular disease – and one of the most diverse and promising pipelines in the industry – each of our passionate colleagues contribute to innovations that drive meaningful change. We bring a human touch to every treatment we pioneer. Join us and make a difference.

The Worldwide Medical Learning Team plays a critical role in ensuring that healthcare providers are educated on the appropriate use of our medicines and have the information they need to improve outcomes for their patients. We develop strategies, tools, and guidance to empower Medical teams across the globe to perform effectively and compliantly thereby ensuring high quality scientific exchange with the healthcare community.



The Team/Project Coordinator will support functions across the WW Medical Learning Team by managing the contracting and invoicing process globally, leading the planning and execution of live and virtual meetings and ensuring all administrative needs for these activities are completed accurately and on-time.

Core Responsibilities

Reports to the Executive Director, WW Medical Learning

Ensures project management and administrative support for WWML for day-to-day operations as well as individual projects as needed (e.g., vendor meetings, Statement of Work orders, Purchasing orders) with a focus on ex-US projects/contracts

Leads contracting and invoicing for WMML Team with a focus on ex-US work. This includes accurate creation of Master Service Agreements that align to local guidelines. Manage vendor invoicing to ensure accurate submission and timely payment. Works cross-functionally as needed to address contracting issues

Arranges global offsite and onsite meetings, including virtual training events with a focus on ex-US

Schedules meetings, preparation of meeting agendas, presentations and or training materials (both printed and electronic) in various formats such as PowerPoint, Microsoft Word, and Excel as needed

Supports on-boarding activities. In charge of "welcoming " of new staff/contingent workers in the Ex-US Medical team, including requesting CV, JD, set-up of office/virtual requirements, provide access to internal sites

Ensures that issues, which arise during regular daily activities, are resolved or escalated to the appropriate person(s)

Supports other functions/projects as required

Attends and provides input/feedback at meetings as required

Identifies opportunities to enhance and/or streamline job related processes and is responsible for arranging and conducting individual/group training sessions

POC for added in Vault, SharePoint and mailing group management, responsible for creating security groups, allowing access to specific colleagues or mail groups, as well as setting permissions for editing abilities. Supporting on the daily organization and content management of SharePoint. Contribute to Vault systems to support department members including filing/retention and other functions as required. Daily management of mail group permissions to help facilitate smooth communication from within the WWML team

Event Logistic Management Responsibilities



Supporting annual events across WWML as needed

Supporting the WWML teams as needed on internal communication projects and/or training events and Microsoft Teams

Event logistic organization of WWML meetings/events, management of Client logistic & production agencies ensuring the following: registration website management, venue search, site visits, negotiation and contracting (including hotels, restaurant, AV agencies), delegate management, on-site logistics, ground transportation (identification and supervision of local agencies), meeting and dinner arrangements. Responsible for ensuring the smooth running of the whole event, and ensuring attendees receive badges and certificate of attendance

Prepare other documentation/materials for events upon needs and requests from the team

Timely payment of all meeting vendors



Other Responsibilities



Conducts business in accordance with Client Values.

Completes all assigned SOPs and training within designated timeframe and adheres to job-specific SOPs, WPs, and Guidance Documents.

Adheres to daily/weekly assignments and demonstrates flexibility during times of competing priorities.

Develops and/or maintains all training materials as it relates to data entry/fulfillment activities.

Participates in training of new hires, as appropriate, and ensures key activities are incorporated as part of the training.

Participates in on the job training programs to enhance professional growth.





Qualifications & Experience

Minimum 5 years administrative/coordinator experience required, preferably in the biotech or pharmaceutical industry

Experience with Customer Database(s) strongly preferred

Meeting experience organizing worldwide training working cross functionally.

Very attentive to detail and task oriented

Excellent written and oral communication skills

Ability to effectively interact cross-functionally and across geographies

Ability to assess workload and prioritize projects under tight deadlines

Makes timely decisions with appropriate input

Ability to draft clear, concise written correspondence

Computer literacy- Microsoft Office Applications, customer database(s)

Proficiency in Microsoft Word and Excel required

Familiarity with electronic referencing databases

Flexible, with positive attitude; highly motivated self-starter willing to work in an environment where individual initiative, accountability to the team, and professional maturity

Comfortable working with limited day-to-day supervision

Ability to multi-task, manage conflicting priorities with confidence, strong ability to take direction but also exercise judgment and independent thought

High level of personal commitment and results-orientation



Why You Should Apply

Around the world, we are passionate about making an impact on the lives of patients with serious diseases. Empowered to apply our individual talents and diverse perspectives in an inclusive culture, our shared values of passion, innovation, urgency, accountability, inclusion, and integrity bring out the highest potential of each of our colleagues.



Client recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives.