Project Coordinator

The Snow Agency; Williamsburg (VA); On-site; USD 52,000 - 80,000; Full time

Job summary

The Snow Agency is seeking a Project Coordinator in the Williamsburg, VA area to ensure projects move smoothly through the lifecycle. You will serve as the day-to-day point of contact for Account Services and collaborate with cross-functional teams to deliver on time while maintaining high-quality results.

Strong organizational skills, experience with Smartsheet/Teamwork/Hive, and proficiency in Microsoft Office are required.

Qualifications

• Bachelor’s degree in a related field and 1 year of related experience and/or training preferred.
• 1+ years of integrated project management experience (preferably in healthcare or a comparable industry) or equivalent.

Responsibilities

• Partner with brand teams and Shared Services to review project scopes and timelines.
• Review project requests for details and required assets.
• Track projects through their life cycle, ensure tasks are completed on schedule and meet Snow standards.
• Maintain documentation and communicate status updates to brand teams.
• Develop knowledge of tools and ensure up-to-date work files are available.
• Champion processes and best practices and ensure proper workflow.
• Schedule meetings as needed; assign attendees to meetings.
• Take notes and consolidate major action items for team review.
• Keep Directors and Account team informed on project flow and obstacles.
• Build and maintain projects using project management software.

Skills

Organizational skills

Project management tools

Microsoft Office

Ambiguity tolerance

Written & verbal communication

Ad agency experience

Education

Bachelor’s degree

Tools

Smartsheet

Teamwork

Hive

Job description

Job Subfunction

Business Performance and Process Improvement

Agency

Snow

Job Function

Projects and Performance Improvement

Job Subfunction

Business Performance and Process Improvement

Job Description

JOB SUMMARY: As a Project Coordinator, you will be responsible for cross-functional coordination, communication, and processes to ensure that project execution stays on track and projects are delivered on time and produce the desired results. You will be the day-to-day point of contact for Account Services with respect to ushering project tasks through the project life cycle and communicating effectively with the cross-functional team. You should be comfortable managing a large volume of projects from a workflow perspective and have exquisite attention to detail and organizational skills. Pharma or healthcare industry experience is preferred.

Snow’s business is centered around the patient journey, and the Project Coordinator, like all positions at Snow, must be open, compassionate, and sensitive to the unique life experiences of these patients and caregivers. The Project Coordinator must be able to incorporate the unique patient/caregiver experience into the strategies and solutions we provide to our clients.

Patient Privacy

The core of our business is working with patients. It is most likely that you will come in contact with personally identifiable information (PII) and personal health information (PHI) of patients living with chronic illness. The Project Coordinator will be required to successfully complete and adhere to training courses which may include, but are not limited to:

• Snow Policies and Procedures
• Health Insurance Portability and Accountability Act (HIPAA) requirements such as the Privacy Rule, the Security Rule, and Sunshine Act reporting
• Adverse Event (AE) Reporting
• Privacy and Data Security
• The promotional requirements for pharmaceuticals under the FDA and FTC and other applicable federal or state regulations

Essential Job Functions And Responsibilities

• Partnering with brand teams and Shared Services team to review job scopes and timelines
• Reviewing project requests for details and necessary assets
• Tracking projects through their life cycle, confirming that tasks are completed on schedule and meet Snow standards and client expectations
• Maintaining documentation and communicating status updates to brand teams
• Developing a working knowledge, in conjunction with project managers, of all tools available and ensuring accurate and up-to-date work-related files are available
• Championing processes and best practices and ensuring all jobs are adhering to proper flow
• Scheduling meetings as needed
• Assigning the right people to attend internal and external meetings
• Taking notes in meetings and consolidating major action items for team review
• Keeping the Directors and Account team up-to-date on project flow and any obstacles or issues related to projects or personnel
• Building and maintaining projects using project management software

The Project Coordinator may be asked to perform additional duties and responsibilities consistent with those listed above based upon business needs.

Knowledge

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of project development, assumptions, dependencies, and timelines

Skills

• Exceptional organizational skills and ability to track and maintain a number of varied projects in a fast-paced environment
• Experience using cloud-based project management and workflow tools such as Smartsheet, Teamwork, or Hive
• Fluency of Microsoft Office Suite
• Comfortable dealing with ambiguity
• Strong written and verbal communication skills
• Ad agency experience in a project- or workflow-management-related role is a plus

Abilities

• A proactive, can-do and will-learn attitude and approach
• Ability to build trust and respect to establish and maintain effective relationships
• Ability to problem-solve and demonstrate influencing skills
• Ability to prioritize, multitask, and manage a regular report of schedules and projects in a workflow system

Education, Experience, And Related Qualifications

Bachelor’s degree from a four-year college or university and 1 year of related experience and/or training preferred. 1+ years of integrated project management experience (preferably in healthcare or a comparable industry) or equivalent. Candidates must have a valid driver’s license. In some instances, a passport may be necessary.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands (to finger, handle, or feel); reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move more than 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. The employee must be able to operate a motor vehicle.

Work Environment/Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. No or very limited exposure to physical risk.

Omnicom’s policy requires employees to work in the office for a minimum of three days a week, unless additional in-office days are directed by their agency or manager. Our objective is to increase this requirement over time, and many of our agencies as well as Omnicom’s corporate group already require five days of in-office attendance.

Omnicom is committed to hiring and developing exceptional talent. We agree that talent is uniquely distributed, and we’re focused on developing inclusive teams that can bring the best solutions to everything we do. We strongly believe that celebrating what makes us different makes us better together. Join us—we look forward to getting to know you. We will process your personal data in accordance with our Recruitment Privacy Notice.

Link to Recruitment Privacy Notice: https://www.omc.com/privacy-notice

For US Job Seekers

It is the policy of Omnicom and any of its affiliates to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F.