Program Coordinator
CommonHealth - Parsippany, NJ

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Ogilvy CommonHealth Worldwide, part of the Ogilvy & Mather network and a WPP company (NASDAQ: WPPGY, ), represents the largest assembly of creative talent in the world of healthcare communications with 65 offices across 36 countries. Ogilvy CommonHealth Worldwide provides marketing services including brand identity and development, clinical trial recruitment, digital/interactive services, direct-to-consumer, direct-to-patient, global integration, managed care marketing, market research and analytics, media planning and buying, medical advertising and promotion, medical education, public affairs and relations, relationship marketing, scientific communications and publications and strategic consulting. The organization houses and maintains individual Ogilvy CommonHealth and Ogilvy Healthworld brand identities within the marketplace.

To be considered for this position, please visit our website at and apply today!

Position Overview

Responsible for financial initiation and tracking of each project, as well as successfully tracking and routing jobs following company workflow from the beginning until final disk release

Ensure that projects are completed on time by guiding the team towards achievement of those goals

Ensure compliance and documentation is secure throughout the duration of the program (as appropriate)

Manage multiple project elements for multiple projects and teams on a daily basis

Key Responsibilities

HCC Management

Initiate and maintain HCC project checklists and close-outs

Conduct compliance checks/searches (OIG, FDA, EPLS) when necessary and save documentation accordingly

Input information required for client compliance databases (J&J Totality, AZ Viewpoint, Shire Guardian, Allergan BEACON)

Create and maintain client state reporting grids

Financial Management

Complete and submit new job number requests and open jobs by attaching appropriate Dashboard template

Enter budgets into client templates

Enter budgets into Dashboard

Update Dashboard (Q-to-A) upon client budget approval

Initiate and maintain SOX project checklists

Maintain brand finance binders

Create, issue, and update POs

Run and monitor job reports weekly

Enter COSs into Dashboard when approved by clients

Include project financial information on status reports to include budgeted and actual fee and OOPs to date, monthly % complete, change of scope(s) status, grantor PO # and invoicing information (if appropriate and necessary)

Responsible for driving and monitoring invoicing schedule, if required by CH unit

The third week of every month, print labor and OOP detail reports, review reports, and report any overages to Program Director for discussion at status meetings

Traffic Management

Schedule project kick-off meetings and project wrap-up meetings

Develop and maintain project timelines

Create, route, maintain, and update job bags and inside folders

Initiate and ensure team attention to QC checklists

Create, maintain, and update internal status reports

Schedule and chair brand status meetings

Update daily hot sheets and attend internal team and ED/CR hot sheet meetings

Archive project files at completion of each project

Program Management

Develop and format faculty and recruitment grids; update as needed with responses, dates OIG check documentation, letters sent, responses received, etc.

Prepare evaluation tabulations post-meetings

Schedule and book transcriptionist, when necessary; send CDs and meeting materials to transcriptionist after meeting, receive transcription and forward to team

Time Management

Continually monitor timelines to ensure projects remain on track and alert team members of impending deadlines and due dates on status reports, job bags and hot sheets, via email, if necessary

Knowledge and Skills

4-year college degree

1+ years of project management experience desirable

Experience contracting with vendors desirable

Working knowledge of Microsoft Office programs (Word, Excel, Outlook). Access and PowerPoint a plus.

Strong organizational and multitasking skills

Detail orientation

Strong interpersonal communication skills – both oral and written

Demonstrated understanding of PhRMA Code, OIG Guidelines, and applicable client HCC and/or compliance guidelines, as appropriate to position

Ability to maintain flexibility and teamwork in a fast-paced, demanding work environment, with possible late night and weekend time required.

Ability to focus on tasks and workload, and to initiate the follow-up necessary to complete projects

We are an equal opportunity employer.

CommonHealth - 2 years ago - save job - block
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