Remote Life Sciences Job at Parexel – Apply For Program Coordinator Role
Program Coordinator
India, Remote
Additional Locations: Bengaluru, Karnataka, India; Hyderabad, Telangana, India
Job ID: R0000025168
Category: Medical Communication
About this Role
Key Accountabilities:
Support Account Team for Successful Project Delivery
- Provide team members with skilled support in the implementation and management of specified projects within agreed time schedules and budgets.
- Proactively maintain and circulate project tracking and status reports, internally (including liaison with the studio) and externally.
- Set up and maintain accurate project information on all tracking tools (internal and external).
- Set-up project (status reports, tracking documents, document naming convention) and project codes.
- Prepare project kick-off materials, including creating project job sheets.
- Raise purchase orders for all external services (ICs) as per standard processes and procedures with authorization by an appropriate signatory; track payments.
- Generate appropriate correspondence when seeking permission to reproduce illustrations/figures online/paper archive of purchased papers.
- Insert Reference Manager citations into manuscripts and format to style; maintain Reference Manager databases within account team(s).
- Provide information on abstract and/or manuscript submission guidelines, proactively ascertain and collate all information required for the submission package, and undertake submission (e.g., online) of abstracts or manuscripts.
- Format documents to journal/house style and PowerPoint slides to agreed template; incorporate scientific/editorial/client revisions as directed.
- Assist with QC and fact-checking on requested projects.
- Prepare for team meetings, including scheduling, material preparation, creation and maintenance of project tracking materials, timeline creation, taking minutes, and addressing any other issues; attend internal client/project meetings as appropriate.
- Maintain client publication tracking tools, e.g., Datavision, PubStrat, both content and financial, including:
- Site coordinator for governance and updating user rights for databases.
- Super-user for databases, responding to users’ questions and training new employees.
- Coordinate the permissions process to provide access to new employees and Managers.
- Manage the review and approvals process.
- Assist with the financial tracking of projects, including preparing hour reports, invoice schedules, client financial project tracking reports, CIS tracking, budget revisions, reconciliations, and maintaining documented histories of projects as directed.
- Schedule and coordinate arrangements for client, authors, faculty/KOL meetings/teleconferences, including circulation of invites and agenda, liaison with client/KOL regarding arrangements, meeting presentations, and collation/circulation of materials, as appropriate.
- Set up appropriate filing systems to store all correspondence and documentation in standard directory structure. Ensure assigned team members agree and adhere to common filing practices. Keep project files up to date for quick and easy retrieval of correspondence.
- Recognize problems concerning the progress of projects and report to Managers in a timely fashion.
- Assist in proposal and budget development and pitch presentation development.
- Identify and assist in the training of processes and associated skills (e.g., software skills).
- Maintain a proactive approach to the above activities, asking questions as necessary and initiating tasks without the need for prompting.
General Team Support:
- Proactively set up and coordinate with Manager the Induction Program for new starters.
- Actively contribute to induction programs and the training and development of new support staff and other employees.
- Handle all incoming and outgoing project-related mail appropriately and promptly; carry out routine checking of e-mail in absence of team members, pass on to relevant employees or action as appropriate.
- Maintain relevant internal and external e-mail distribution groups.
- Archive completed projects (electronic and hard copy) on a regular basis, in accordance with the company archiving policy.
Skills:
- Competent in the use of Word (Advanced), PowerPoint (Advanced), Excel (Advanced), Outlook (Advanced) and Reference Manager (Intermediate) and sound knowledge of databases (e.g., Access).
- Ability to source information using the Internet and other media.
- Confident processing financial information and trackers under the guidance of Manager.
- A confident self-starter who is capable of knowing how best to action/respond to specific requests and information received from various external and internal sources.
- Strong interpersonal and communications skills, including the ability to compose own correspondence to agreed professional standards.
- Excellent organizational and multi-tasking skills, with the ability to coordinate several projects at different stages, meeting strict deadlines and following up proactively; effective time management.
- Accuracy and attention to detail.
- Team player with a client-focused approach.
- Motivated, proactive, and flexible approach, with the ability to follow tasks to completion.
- Exhibit confidentiality regarding sensitive information and maintain a professional demeanor at all times.
- Proficient use of the English language.
Knowledge and Experience:
- Project and team coordination.
- Experience within the medical communications environment would be an advantage.
Education:
- Ideally Degree preferred, e.g., Life science, Marketing, Business qualifications.
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