Project Manager / Senior Project Manager

About the Opportunity
Under the direction of the Account Director or Vice-President, Client Services, the Project Manager will partner with internal stakeholders (Account, Scientific & Medical Services, Editorial, Creative, and Market Access teams), in the development and execution of client deliverables. Demonstrating project ownership, the Project Manager will possess and convey a comprehensive knowledge of the status and timelines for all tactics assigned to the respective internal client team. To ensure the seamless delivery of publications, multichannel medical communications tactics, market access, and related medical affairs activities, the Project Manager will develop and implement timelines; communicate effectively and thoughtfully with colleagues, clients, and all external stakeholders; think strategically and take a proactive approach to problem-solving; and monitor project budgets in close consultation with Client Services and Central Services to track and manage invoicing of all projects.

Responsibilities

Client Service, Project Planning, Management, and Tracking

• Assume overall project-level ownership and responsibility, including determining and refining specifications ahead of project initiation; and tracking and maintaining the status of projects and their respective scopes, timelines, budgets, and deliverables
  • Proactively manage the account and be responsive to the client’s expectations and needs in project execution on a timely basis
• Draft workflows/timelines (using resources available) and review to ensure they are drafted accurately
• Formally initiate projects within WorkBook and with internal team members, alerting team members when project scope/budget has been approved and work may begin
• Own the integrity and accuracy of the status report and other client deliverables while maximizing the role of other colleagues in preparation of these documents
  • Draft recap of key-takeaways for team finalization
• Ensure that client meeting materials are accurately prepared (i.e., agenda, slides, meeting minutes, etc.)
• Assume ownership and responsibility for author relationships and their assigned tasks; remits include distribution and tracking of/follow-up on author responses to (or completion of) invitations, agreements, forms, and drafted or final deliverables; maintaining an archive of all these communications on the Citrus Health Group server (SharePoint)
• Own entries within client project tracking software (e.g., iEnvision, DataVision, PubsHub, PubStrat); remits may include creation and management of project entries, creation of review workflows, maintenance of any project checklists in the system, and final project audit and closure once completed
• Submits information to client databases (Veeva Vault, Zinc, etc.) for tracking physician payments, travel, meals, and gifts (Sunshine Act)

Financial Management and Tracking:

• Overall responsibility for the integrity and accuracy of financial deliverables (i.e., budgets, invoices, trackers, etc.)
• Work with account team to draft, submit, monitor, and adhere to approved budgets
• Maintain accurate financial spreadsheet(s) to support internal and client needs
• Assume overall project-level ownership and responsibility for WorkBook entries, including creation, updates, monitoring, and closure of budgets; all project invoices; and tracking project expenses and vendor POs
• Draft scope and budget (using Word and WorkBook templates) for any fixed-fee projects, as applicable per client  
• Work with teams to submit invoices, accruals, etc. in a timely manner consistent with both internal and client directed SOPs
• Prepare for and is accountable for actions discussed in monthly revenue meetings
• Create vendor POs within WorkBook; initiate/track internal review and approval of PO ahead of PO being provided to vendor
• Prepare work-in-progress and revenue reconciliation monitoring/report updates on a bimonthly or monthly basis; and in financial tracking and forecasting across account

Internal and External Communications:

• Overall accountability and leadership across account(s)
• Utilizes staff resources effectively and consistently based on roles of other colleagues
• Delegates responsibility, and relevant and approved tasks, effectively; allows other colleagues to perform their jobs without micromanagement
• Resolves conflicts in a timely manner
• Recognizes individual team member contributions
• Communicate with internal and external stakeholders concerning active projects
• Work with team to prepare for and lead internal and client status meetings
  • Attend and lead client status meetings as required
  • Provide timely and accurate project status updates and client requested reports
• Ensure that other internal departments are alerted of resourcing needs in a timely fashion and accurately issue the weekly action lists
• Lead team in anticipating and fulfilling the needs of authors and advisors
• Foster and encourage team communications

Quality and Risk Control:

• Ensure that all process steps relevant to quality control measures (e.g., editorial/graphics reviews, data fact checks) are completed for all projects
• Ensure that all your internal and external communications are clear, concise, and professional; and maintain electronic files and folders for all projects
• Understand and ensure the team follows all client required standard operating procedures and requirements
• Review and analyze project detail reports with Client Services weekly (or as needed) to identify incorrectly recorded project hours and incorrect or outdated budgets
• Work closely with the project team to identify and resolve potential issues or issues

Mentoring and Management: 

• Provide mentorship support to more junior team members on the Client Services team by being a go-to resource for process and industry queries

Qualifications

• Bachelor's degree
• 5 years of experience in project management, medical communications, publications, and/or pharmaceutical company
• High level of integrity, confidence, and accountability
• Effective organizational skills; attention to detail and timelines; high degree of accuracy 
• Excellent financial acumen
• Ability to coordinate and execute multiple tasks in a fast-paced environment
• Ability to evaluate, interpret and analyze both written and verbal communications
• Ability to coach junior team members in a way that is conducive to their growth
• Understanding of industry guidelines, regulations, and requirements
• Well-developed professional communication skills, including written and interpersonal
• Strong sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
• Ability to master various content management systems
• Working knowledge of Microsoft Office applications (Outlook, Word, PowerPoint, Excel)
• Travel as required (<10%)

Preferred Skills/Experience

• Project management training
• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters cooperation and teamwork
• Specific industry/agency project management experience
• Knowledge of electronic project management systems (e.g., WorkBook, PubsHub, DataVision, iEnvision, PubStrat, Veeva, Zinc)