Assistant Program Manager

Medical Knowledge Group; New York (NY); On-site; USD 55,000 - 85,000; Part time

Job summary

Medical Knowledge Group is seeking an Assistant Program Manager to coordinate and reconcile speaker programs, working closely with Program Managers to ensure compliant execution.

You will handle travel coordination, venue sourcing, vendor communications, expense review, and post-program closeout, while maintaining thorough documentation and supporting team meetings in a fast-paced medical communications environment.

Responsibilities

• Provide support to Program Managers
• Complete OIG database search of each scheduled speaker upon confirmation
• Coordinate with travel agency on speaker travel; upload itinerary in the portal
• Communicate daily with travel agency to ensure tickets are issued and released to speaker on time
• Assist team with sourcing and vetting appropriate venue for programs
• Assist team with venue contracting and menu selection
• Assist team with arranging audio-visual equipment with venue or third party
• Review and reconcile final receipt(s) post program; verify closeout and provide final receipt to finance
• Review and approve speaker expenses; submit approved expenses and receipts to finance
• Outreach to Speaker/Field to obtain missing information or post-program materials for closeout
• Log all program activities in database
• Keep detailed files on communications and financial documents; upload files into program in database
• Support onsite distribution of meeting materials with Fulfillment Team
• Attend and contribute to weekly team status meetings
• Attain a basic understanding of product information and disease state of therapeutic area
• Assist in training new team members as needed
• Other projects as assigned by Director/Supervisor

Job description

Job Summary:

Work closely with and provide support to Program Managers and team to coordinate, execute and reconcile speaker programs.

Assistant Program Managers will adhere to client and industry guidelines, as well as client and MKG standard operating procedures for program management.

• Provide support to Program Managers
• Complete OIG database search of each scheduled speaker upon confirmation
• Coordinate with travel agency on speaker travel (air/ground/travel of speakers); upload itinerary in the portal
• Communicate daily with travel agency to make sure all tickets are issued and released to speaker in a timely manner
• Assist team with sourcing and vetting appropriate venue for programs
• Assist team with venue contracting and menu selection
• Assist team with arranging audio-visual equipment with venue or third party, as appropriate
• Review and reconcile final receipt(s) post program; verify program closeout and closeout processes; provide final receipt to finance
• Review and approve speaker expenses; submit approved expenses and receipts to finance
• Outreach to Speaker and/or Field to obtain missing information, expenses or post-program materials required for program closeout
• Log all program activities appropriately and accurately in database
• Keep detailed files on all aspects of communication, correspondence and financial documents relating to each program; upload files into appropriate program within database
• Support the distribution of onsite meeting materials with the Fulfillment Team (I.e On-site reference manual, meeting materials, sign in sheet and Fedex Labels)
• Attend and contribute to weekly team status meetings
• Attain a basic understanding of product information and disease state of therapeutic area
• Assist in training new team members, as needed
• Other projects as assigned by Director/Supervisor