Senior Project Coordinator - Medical Communications

The Lockwood Group®; Stamford (CT); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The Senior Project Coordinator at The Lockwood Group supports medical communications initiatives across multiple projects, coordinating with project managers, editorial, meetings and events services, and external vendors to keep work on time and on budget.

A Bachelor’s degree and 1–2 years in a marketing/communications agency, preferably in medical or healthcare, with strong written and verbal communication, Microsoft Office skills, and high attention to detail.

Qualifications

• Bachelor's degree required.
• 1–2+ years in a marketing/communications agency, healthcare preferred.
• Excellent written and verbal communication, detail-oriented, capable of multitasking.

Responsibilities

• Contribute to development and management of project activities and timelines.
• Support start-up meetings, time/event schedules, and weekly updates to Project Manager(s).
• Utilize database systems for physician management and reports; manage tasks with deadlines.
• Maintain timely and professional communications with internal teams, clients, faculty, and participants.
• Assist with budgeting, proposals, and procurement processes; coordinate supplier activities.
• Facilitate central file establishment and progress across multidisciplinary teams.
• Learn and contribute to the budgeting process and financial reconciliation.

Skills

Verbal Communication

Multitasking

Attention to detail

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Access

Microsoft Excel

Microsoft Word

PowerPoint

Job description

This position will be hybrid, working 3 days per week based in-office at our headquarters in Stamford, CT.

About Lockwood:

Lockwood collaborates with clients in the pharmaceutical, biotech, and medical device industries to identify effective, holistic, science-based strategies to address their objectives through medical communications. Our clients count on us to challenge their assumptions and help them creatively navigate around obstacles. From strategy through execution, we focus on accuracy, transparency, and scientific value to create programs that are evidence-based, clinically relevant, and contribute to the development of our clients' brands. Over a third of our staff hold advanced scientific or medical degrees, and most work from where they live. Because our flexible structure provides better work-life balance, we attract the best talent, facilitate their best work, and as a result, we are more responsive to our clients, wherever and whenever they do business.

Summary:

The Senior Project Coordinator contributes to the development of many aspects of medical communications initiatives. Depending on the scope and nature of each project, this responsibility can range from managing segments of a project on which a Project Manager is taking a primary lead, to supporting segments of the project in which other team members have responsibility. The number of simultaneous projects is dependent on the scope and nature of each initiative, as well as on the skills of the individual.

Fulfillment of these responsibilities requires interaction with multidisciplinary teams, interfacing with each department within the company, meeting client and management expectations as communicated by the project team leader, maintaining strong faculty, speaker, and advisor relationships (when applicable), and contributing to the on-budget, on-time, on-strategy status of each project. The Sr. Project Coordinator also continually provides updates to internal and external team members. Although not a primary responsibility, the Sr. Project Coordinator also helps support budget and proposal development, maintenance and reconciliation, and managing external suppliers so these areas of responsibility become increasingly familiar. The Sr. Project Coordinator also facilitates the completion of central files for each project.

In order to perform these functions, the Sr. Project Coordinator must have strong verbal and written communication skills. He/she must also be highly organized, comfortable working on multidisciplinary teams, adept at multitasking and prioritizing activities, have basic financial management skills, have a positive attitude, and able/eager to motivate others.

Responsibilities:

• Contribute to the development and management of all project activities, including audience generation, internet research on medical associations and industry events, database management, logistics management, registration/participant communication, production of materials, honoraria/reimbursement process, supplier performance, routing of all materials through copy editing, and central file establishment
• Participate in start-up meetings for each project, contribute to establishment and maintenance of time and events schedules, and provide weekly updates on each initiative to Project Manager(s)
• Utilize database system (Microsoft Access) for key opinion leader management, mail merges, faculty information requests, and report generation
• Support Project Manager(s) on all assigned projects by managing and fulfilling tasks as requested. Adhere to all deadlines. If workload becomes overwhelming and deadlines are in jeopardy of being missed, immediately alert Project Manager(s) and ask for help in prioritizing workload and/or obtaining assistance from other team members
• Maintain timely and professional written and verbal communications with internal team members, clients, faculty, and participants as they pertain to specific areas of project involvement
• Contribute to development of new project budgets and new business development activities within the account team, as identified by Project Manager(s)
• Learn and contribute to the budgeting process, including financial monitoring and reconciliation of individual projects within account teams
• Contribute to progress of multidisciplinary internal teams (project management, editorial, meetings and events services, and creative services) to ensure within-budget, on-time, on-strategy performance
• Maintain and adhere to client policies and SOPs as they pertain to all activities
• Assist account teams with copying, filing, mailing/shipping, and mail merge management
• Coordinate central fill procedures
• Maintain group calendar and schedule meetings, if requested
• Contribute to development of PowerPoint presentations and written proposals, if requested
• Develop an increasing knowledge of client organizations, products, disease states, and medical education
• Adhere to all Lockwood Group policies and standard operating procedures

Education:

A Bachelor's degree is required. Preferred fields of study include communications, business, or related.

Professional Skills & Experience:

• 1-2+ years of experience in a marketing/communications agency environment, experience in a medical/healthcare or similar industry preferred.
• Excellent written and verbal communication skills
• Familiarity with Microsoft Office applications (Excel, Word, PowerPoint, etc.)
• Detail oriented with the ability to multitask.