Program Manager

About ApotheCom

ApotheCom is an exciting leader in the field of medical communications. Drawn together from several backgrounds including the pharmaceutical industry, research, marketing, medical and regulatory writing, sales, publishing, digital media and design, we have the experience and all-round ability to conceive and deliver the best quality medical communications programs.

About the role

As an integral part of the Client Services team, Program Managers are responsible for developing and coordinating all client project elements including proposal development, financial tracking/reporting and budgeting, project and timeline management, and collaborating with account team members to update project status reports and drive program development across stakeholder groups. Involves interface with internal departments (including scientific services, meetings and creative/digital), clients, external experts, and vendors. Program Managers ensure all project elements are implemented according to objectives, specifications, on schedule and on budget. This position can be done remote or hybrid.

Here's what you'll be doing:

Project Management:

• Maintain server files for all client programs, including project number assignment and set up
• Uphold communication among all team members to drive project development and ensure delivery on time and within budget
• Interface with client team members to keep them apprised of project progress; develop, maintain and distribute internal client status reports weekly
• Route/traffic project elements at each phase of development among appropriate internal and external team members for review
• Develop, maintain and update project timelines and schedules
• Consolidate and coordinate project revisions based on input received (scientific, meetings and creative services)
• Track projects against timelines and ensure deadlines are met by all team members
• Red flag and resolve timeline problems

Proposal Development:

• Assist with development of project proposals for assigned clients
• Interface with creative, scientific/editorial and meetings team leads to gain input on scope of work and hours needed to complete the proposed initiative
• Populate pricing worksheets, including staff time and pass through costs
• Route proposal to account lead for review and submission to client

Financial Tracking:

• Reconcile projects after completion; work with all departments to set deadlines for complete reconciliation
• Build budgets for newly-won projects, track budgets against actuals
• Monitor and track budget status for all assigned programs and maintain on CRM system to ensure alignment with status of assigned accounts
• Coordinate PoC and forecasting process monthly
• Manage overall client budget. Monitor costs and report major variances to Account Manager.
• Facilitate and prepare invoicing
• Review timesheets and enter time/costs into budget
• Apprise accounting department of project cost/information
• Initiate changes to budget if project specifications change

Meetings:

• Schedule start-up meetings to initiate start of project
• Identify participating departments and develop project specifications, which outline relevant information for
• project implementation. Gather background materials relevant to project.
• Prepare client profile and assign project responsibilities
• Distribute meeting materials 2 days prior to meeting and develop client style sheet with editorial
• Prepare client status reports
• Help prepare client presentations and prepare financial information to keep client informed
• Schedule regular team meetings to review project status and communicate relevant information.

Communications & Routing:

• Prepare written correspondence such as: client letters, invitations and confirmation for meeting-related projects, information packets and status reports
• Proofread correspondence for thoroughness and accuracy. Route to appropriate departments for review.
• As necessary, follow-up with team members, internal departments, clients, faculty and vendors for information required for thorough project implementation

About you:

• Bachelor's degree preferred
• Minimum of 2-4 years' experience in medical communications with a role in program management

• Excellent written and verbal communication and interpersonal skills
• Ability to thrive in a fast paced environment, work to and within multiple deadlines and to juggle multiple projects
• Strong financial, administrative and organizational skills, including ability to multi-task
• Strong client communication skills – ability to write, speak and interact with client and faculty members
• Keen attention to detail, ability to prioritize responsibilities and work in a team oriented environment as well as independently
• Advanced computer skills, knowledge of Internet searches and Microsoft Windows software including; Word, Excel and PowerPoint.
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Benefits:

• Health coverage
• Retirement plan
• PTO

ApotheCom can offer an attractive rewards package, excellent training and development opportunities, a supportive and friendly environment and the opportunity to achieve your potential.

Our Pledge

At ApotheCom, we value inclusivity, recognize the power of diversity and inspire the next generation of change-makers. We are an equal opportunities employer. We believe in creating a dynamic work environment that values diversity, equity and inclusion. We aim to recruit from a diverse slate of candidates and foster an environment that provides the right conditions for long-term success. We welcome all applications regardless of race, color, religion or belief, gender, gender identity, age, national origin, marital status, military veteran status, genetic information, sexual orientation and physical or mental disability.

ApotheCom is part of Inizio Medical. Inizio is a strategic partner for health and life sciences with a full suite of medical, marketing, advisory and engagement services.