Job Description

Senior Project Coordinator, Publications and Medical Affairs

Job Summary

Project Coordinators play an essential supporting role in the success of the team. The project coordinator is an entry-level role responsible for assisting in the development, execution, and delivery of a variety of publication and medical affairs deliverables such as abstracts, posters, manuscripts, publication plans, scientific platforms, slide decks, advisory boards, symposia, standard response documents, and congress booth assets. The project coordinator should also be comfortable using platforms such as Sharepoint, SAP, Salesforce, publication databases, and Veeva Vault on a daily basis.

They value collaboration, working as part of a team, have strong attention to detail, and are energized by working in a fast-paced agency environment.

Essential Duties & Responsibilities

• Collaborate with cross-functional teams, including medical, editorial, creative, and account management personnel to coordinate work and complete project tasks
• Actively use internal and/or client databases for workflow management (Sharepoint, SAP, Salesforce, iEnvision, Veeva Vault)
• Maintain publication records in publication management software (i.e., iEnvision, PubsHub, PubStrat, etc.)
• Actively manage and organize all project documentation and maintain folder structures
• Route assigned projects including internal (i.e., account, medical, and editorial) and external (i.e., author, client, and journal/congress) deadlines
• Create and modify project timelines according to client schedules and internal team direction
• Support teams by performing various administrative tasks, with account leadership oversight
• Facilitate circulation of appropriate materials to all external partners via email, SharePoint, and FedEx
• Comply with established standards, policies, and procedures
• Schedule internal and external meetings, including verifying attendee availability
• Conduct research in relevant journal and congress databases and maintain up-to-date and accurate records to be used by the client and internal teams
• Conduct internet research and synthesize findings into concise summaries
• Prepare “Hot Sheets” for congresses
• Coordinate reference requests and copyright permission requests with medical team and library services
• Maintain project status reports, including adding new projects as needed, and keeping up to date statuses for all ongoing projects
• Provide support on internal and client status meetings and taking notes
• Assist account team with financial tasks such as budget entry, job openings, and assist with invoicing and PO tracking as needed
• Manage HCP contracting aligned to client SOPs
• Professional, timely response to all internal and external communications and ability to communicate both internally and externally (verbal and written)
• Maintain consistent attendance and coordinate coverage when out of office

Experience, Skills, and Qualifications

• Bachelor’s degree in business, marketing, communications, biology, life sciences, or related field

• Minimum of 1-2 years of general business, pharmaceutical, or medical communications experience

• Ability to multi-task and manage multiple competing challenges, issues, and priorities with the ability to prioritize and set clear expectations

• Strong communication skills with proficiency in M365 including Word, Excel, PowerPoint, Outlook, and Teams

• Ability to work independently as a self-starter, collaboratively in a team structure, and cross-functionally

• Aptitude for assist account leadership with financial tasks, such as invoicing and PO tracking

About OPEN Health

OPEN Health unites deep scientific knowledge with wide-ranging specialist expertise to unlock possibilities that improve health outcomes and patient wellbeing. Working in partnership with our clients, we embrace our different perspectives and strengths to deliver fresh thinking and solutions that make a difference. 

OPEN Health is a flexible global organization that solves complex healthcare challenges across HEOR and market access, medical communications and creative omnichannel campaigns. 

What we offer:

As a global organization, OPEN Health is committed to supporting our employees and their families through a comprehensive benefits program

• Competitive pay, generous paid vacation and holidays, and health insurance programs across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path
• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

If we sound like the sort of business environment in which you would thrive, then we would love to hear from you.

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