Medical Education Project Manager

Medasource; Indianapolis (IN); On-site; USD 70,000 - 95,000; Full time

Job summary

Medasource is seeking an organized Portfolio Account Manager in Indianapolis to oversee MOE portfolio coordination and execution. You will coordinate timelines, maintain PM systems, and support budget tracking while ensuring compliant, timely delivery of medical education initiatives.

You will partner with Strategy Leads to manage tactics, meetings, documentation, and cross-team communications, ensuring accurate records and smooth operations across the portfolio.

Qualifications

• Bachelor's degree or equivalent professional experience in a related field.
• Experience coordinating pharmaceutical/healthcare projects or medical education initiatives.
• Strong organizational and written/verbal communication skills.
• Proficiency with project management tools and MS Office suite.

Responsibilities

• Serve as primary point of contact for assigned MOE portfolio teams, coordinating communications and escalating issues.
• Project manage issue resolution and facilitate cross-functional communications with stakeholders.
• Maintain portfolio Teams sites, calendars, and documentation to ensure accessibility.
• Communicate process updates, monitor outstanding issues, and ensure stakeholders have timely information.
• Coordinate content planning activities and quarterly planning reviews with stakeholders.

Skills

Project management

Stakeholder engagement

Cross-functional comms

Organizational skills

Attention to detail

Time management

Risk identification

Education

Bachelor's degree

Tools

Workfront

Capacity Planner

Veeva Vault MedComms

Microsoft Office

Job description

The Medical Omnichannel Education (MOE) Portfolio Account Manager provides project management, operational coordination, and administrative support to Medical Omnichannel Education portfolio teams. This role serves as the primary point of contact between portfolio teams and the MOE Strategy & Operations (S&O) team, ensuring effective communication, process compliance, and timely execution of medical education initiatives.

The Portfolio Account Manager partners closely with MOE Strategy Leads and Solutions Leads to manage project timelines, coordinate planning activities, maintain project management systems, support budget tracking, and facilitate content review and approval processes. The role is responsible for ensuring that portfolio activities are organized, accurately documented, and progressing according to established priorities and timelines.

Key Responsibilities

• Serve as the primary point of contact for assigned MOE portfolio teams, coordinating communications and escalating process-related issues to the MOE Strategy & Operations team.
• Project manage issue resolution and facilitate communication between portfolio teams and operational stakeholders.
• Maintain portfolio Microsoft Teams sites, distribution lists, calendars, and shared documentation.
• Communicate process updates, monitor outstanding issues, and ensure stakeholders have the information needed to support portfolio objectives.

Project Planning & Capacity Management

• Support monthly capacity planning and annual planning activities by collecting project requirements, documenting priorities, and maintaining accurate records in Capacity Planner and Workfront.
• Coordinate monthly capacity planning meetings, including preparation, meeting documentation, action-item tracking, and communication of project priorities.
• Enter and maintain tactic requests, project timelines, and related metadata, ensuring information is complete and aligned with system requirements.
• Monitor project capacity, development timelines, deployment milestones, and competing priorities across the portfolio.
• Develop and maintain annual planning baselines, translating high-level plans into project-level timelines as initiatives are finalized.
• Identify and communicate project risks, dependencies, scheduling conflicts, and resource availability considerations.

Medical Education Tactic Coordination

• Coordinate tactic kickoff meetings, including scheduling, stakeholder participation, agenda preparation, and meeting documentation.
• Verify that Medical Creative Briefs and supporting materials are complete and distributed to stakeholders before meetings.
• Monitor tactic development progress, communicate upcoming deadlines, and maintain visibility into project status and action items.
• Coordinate content planning activities and quarterly planning reviews, incorporating relevant timelines, congress dates, planned absences, and stakeholder inputs into portfolio calendars.
• Maintain records of deployed tactics and support ongoing oversight of portfolio deliverables.

Content Submission & Compliance Support

• Support Medical Content Approval (MCA) submissions by coordinating the collection and upload of required materials into Workfront and performing delegated administrative activities in Veeva Vault MedComms (VVMC).
• Verify the completeness and accuracy of submission metadata, creative files, content grids, references, and required documentation.
• Identify missing information, request corrections, and notify Solutions Leads when submissions are ready for review.
• Monitor submission status through the approval process and communicate updates to stakeholders.
• Coordinate periodic content reviews by collecting renewal or retirement decisions, verifying documentation, and updating project records.
• Support the renewal of approved tactics by entering updated information into Capacity Planner and Workfront and coordinating subsequent workflow steps.

Budget & Financial Coordination

• Collect monthly budget updates from business unit project managers and consolidate information for portfolio stakeholders.
• Compare current budget status against previous reporting periods, identify discrepancies or items requiring clarification, and coordinate follow-up.
• Communicate budget updates to Strategy Leads and serve as a liaison between portfolio teams and business unit project managers.
• Support the collection and organization of requested files and documentation for Global Medical Strategy (GMS) quarterly reporting and scorecards.
• Track reporting deadlines and coordinate timely responses to requests from the MOE Strategy & Operations team.

Outcome-Based Agreements (OBA) Support

• Coordinate meetings related to Outcome-Based Agreements, including readouts, execution planning, and assessment discussions.
• Support meeting agenda development, stakeholder coordination, and documentation of key decisions and updates.
• Maintain meeting notes, communicate status updates through designated cross-program channels, and track action items through completion.
• Partner with Strategy Leads to ensure follow-up activities and reporting requirements remain on schedule.

Meetings, Reporting & Operational Excellence

• Schedule and coordinate portfolio meetings, planning sessions, and cross-functional discussions, ensuring appropriate stakeholder participation.
• Prepare agendas in collaboration with meeting chairs and maintain centralized meeting notes, including relevant AI-assisted meeting summaries.
• Monitor action items, document decisions, and follow up with stakeholders to support timely resolution.
• Maintain accurate project documentation, calendars, trackers, and reporting materials.
• Identify opportunities to improve operational consistency, communication, documentation, and portfolio management processes.

Required Qualifications

• Bachelor's degree in business administration, project management, communications, life sciences, or a related field, or equivalent professional experience.
• Experience in project coordination, project management, account management, or business operations, preferably within the pharmaceutical, biotechnology, or healthcare industry.
• Strong organizational skills and the ability to coordinate multiple projects, deadlines, and stakeholder requests simultaneously.
• Experience maintaining project trackers, documentation, calendars, meeting notes, and status reports.
• Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, Outlook, and Teams.
• Strong written and verbal communication skills, with the ability to coordinate effectively across cross-functional teams.
• High attention to detail and the ability to review information for completeness, accuracy, and compliance with established processes.
• Demonstrated ability to follow up on action items, identify potential issues, and escal...

Preferred Qualifications

• Experience supporting Medical Affairs, medical education, omnichannel engagement, medical communications, or pharmaceutical content development.
• Familiarity with Workfront, Veeva Vault MedComms (VVMC), Capacity Planner, or similar project management and content approval systems.
• Experience coordinating medical content review, approval, renewal, or retirement processes.
• Exposure to budget tracking, portfolio planning, capacity management, or outcome-based agreements.
• Experience supporting cross-functional teams in a regulated pharmaceutical environment.
• Project and portfolio coordination
• Stakeholder engagement and communication
• Planning, prioritization, and deadline management
• Data accuracy and quality assurance
• Meeting facilitation and action-item tracking
• Budget and reporting coordination
• Risk identification and issue resolution
• Process adherence and continuous improvement
• Adaptability in a fast-paced, cross-functional environment