Program Coordinator, Promotional Education

Spectraforce Technologies; Madison (NJ); On-site; USD 60,000 - 80,000; Full time

Job summary

Spectraforce Technologies in Princeton area is seeking a Program Coordinator, Promotional Education to support development and execution of program strategies. The role is onsite/hybrid with 50% onsite, serving as a central point of coordination across cross-functional teams.

The position involves managing reports, coordination with vendors, and ensuring compliant, timely program execution. Duration: 12 months. Normal hours are Monday–Friday, 8:30am–5:00pm.

Qualifications

• BA/BS degree required.
• Minimum of three years in the pharmaceutical industry with experience in Promotional Education Programs and project management.
• Strong written, verbal, and interpersonal communication skills.

Responsibilities

• Track program milestones, timelines, and deliverables with regular status updates and dashboards.
• Coordinate speaker contracting and resources with vendors to ensure availability.
• Maintain organized stakeholder communications and approval records for traceability.
• Provide day-to-day operational and administrative support to ensure programs are planned, tracked, and delivered.

Skills

Communication skills

Organization

Excel data analysis

Education

BA/BS degree

Tools

Microsoft Excel

Job description

Program Coordinator, Promotional Education

Onsite/Hybrid: 50% onsite

Location: Princeton Pike

Hours: Monday - Friday 8:30am-5:00pm

Duration: 12 Months

Job Description

The Program Coordinator will partner closely with the Senior Manager to support the development and execution of Promotional Education Program strategies, including peer-to-peer (P2P) initiatives, in alignment with business priorities. The Program Coordinator provides high-level operational and administrative support to help manage day-to-day responsibilities, ensuring programs are effectively planned, tracked, and delivered. This role serves as a central point of coordination across cross-functional teams, streamlining communication, maintaining project documentation, and keeping initiatives on track.

Key Responsibilities

Reporting & Data

• Track program milestones, timelines, and deliverables, providing regular status updates and dashboards to support operational oversight and decision making.
• Prepare routine and ad hoc reports summarizing program performance, metrics, and key outcomes for internal stakeholders.
• Maintain accurate and organized program documentation, including trackers, reports, and reference materials, in accordance with internal standards and compliance requirements.
• Coordinate with internal teams to gather required inputs for reporting deadlines and ensure timely delivery of reporting materials.
• Support Senior Manager with reporting needs related to planning, forecasting, and program evaluations as requested.

Speaker Bureau Management

• Support the management and tracking of speaker contracting, speaker bureau maintenance and speaker support resources.
• Work closely with contracting and logistics vendors to ensure availability of speakers and resources to the field.
• Supports the Senior Manager with ad hoc requests from the field, ensuring timely coordination and follow up.

Communication & Stakeholder Collaboration

• Serve as a liaison between the Senior Manager, vendors, and key stakeholders to support effective communication and coordination.
• Maintain organized records of stakeholder communications, approvals, and follow ups to ensure traceability and adherence to internal documentation and retention requirements.
• Respond to stakeholder and speaker inquiries regarding program logistics and execution while escalating content or compliance related questions to appropriate internal partners (e.g., Compliance, Legal, Medical) as required.
• Assist Senior Manager in ensuring consistent, compliant messaging across Promotional Education initiatives and communication channels, supporting alignment with business objectives and regulatory expectations.

Operational & Administrative Support

• Work directly with the Senior Manager to provide day-to-day operational and administrative support for Promotional Education and peer-to-peer (P2P) programs, assisting with activities that ensure programs are planned, tracked, and delivered effectively.
• Maintain program trackers, timelines, and documentation to help monitor progress, support visibility into key milestones, and keep initiatives moving forward.
• Provide administrative support related to program operations, including document preparation, record maintenance, and coordination of routine program needs under the direction of the Senior Manager.
• Organize project files, maintain shared drives, and ensure documentation accuracy.
• Support budget tracking, procurement requests, and vendor coordination when required.

Required Qualifications

Education

• Minimum education of BA/BS degree is required

Experience

• Minimum of three (3) years of pharmaceutical industry experience with understanding of Promotional Education Programs and project management

Knowledge/Skills/Abilities

• Strong written, verbal, and interpersonal communication skills
• Highly organized, self‑directed professional with the ability to adapt quickly, manage multiple priorities, and learn new processes with minimal supervision
• Advanced proficiency in standard business tools such as Microsoft Office with extensive knowledge and experience in Microsoft Excel. Knowledge and experience with pivot tables, formulas and data analysis tools is a must.

Preferred Qualifications

• Experience in Veeva Systems is preferred but not required