Senior Project Coordinator – Promo Med Ed

Job Summary

Sr Project Coordinators (SPC) collaborate with a dynamic team and support efforts related to developing strategic and tactical medical communication programs. They provide day-to-day support to the project and account management teams to ensure that all projects and assignments are executed timely and accurately, with additional responsibility for independently driving coordination across workstreams.

Essential Duties & Responsibilities

• Assisting the project, account and scientific teams with coordinating resources to ensure appropriate project support and communication by:
  • Coordinating calendars, scheduling internal and external meetings (both virtual and live) and distributing appropriate meeting agendas or documents
  • Updating, and maintaining project timelines
  • Routing or trafficking content and other program materials
  • Updating status recaps for internal and client use and assisting with recap development
  • Prepping and submitting files for Veeva (MedRegLegal) Submissions and/or client reviews; linking and tagging Veeva submissions as required
  • Creating and collating meeting materials
  • Managing faculty and participant recruitment efforts for live and virtual programming, including drafting contracts and tracking status as well as managing honoraria and sunshine reporting tracking depending on the client
• Updating and tracking project budgets, maintaining financial folders, track and save receipts, create purchase orders, honoraria payment tracking, and financial reconciliations
  
  

Additional responsibilities for Senior Project Coordinator (beyond PC-level support)

• Create and track timelines, status reports and recaps, meeting logistics, and submissions
• Attend live meetings and provide on-site support (up to 20% potential travel)
• Serve as the day-to-day operational lead on assigned workstreams: anticipate needs, identify risks/dependencies, and escalate issues with proposed solutions to project/account management
• Ownership of internal trackers and planning tools (updates, version control, and consistency across teams) and ensure cross-functional alignment
• Draft and refine client-facing status updates and meeting recaps; coordinate follow-ups and confirm action items/next steps with internal stakeholders
• Perform additional review for submission readiness, including formatting/packaging checks and ensuring required documentation is complete prior to client review or system submission
• Ownership of project financial reconciliation and Out of Pocket (OOP) cost budget monitoring, flagging variances, and partnering with project/account management on reconciliation follow-through
  
  

Experience, Skills, and Qualifications

• Bachelor’s degree
• Self-started who is flexible, accountable, and able to effectively handle multiple tasks
• Collaborator with excellent interpersonal, written and verbal communication skills
• Detail-oriented, organized, and able to work in a dynamic, fast-changing environment
• Strong problem solving and decision-making skills
• Proficiency with MS365 including Word, PPT, Excel, Outlook and Teams 
• Veeva experience preferred