Analyst - Project Operations

Responsibilities

• Collaboration with internal and client teams for development of project SOWs and budgets, routing through proper internal reviews prior to client submission
• Initiate project initiation and maintenance procedures using internal Project Operations tools and processes
• Develop, track, maintain and drive project timelines and strive to keep team members and clients on task.
• Monitor job status and resource hours daily to ensure the ability to complete projects on time, within scope, and on budget
• Identify and resolve project risks or issues, effectively escalating decisions and issues
• Effectively manage project scope / changes, functioning as an escalation point to ensure impact is communicated and approved
• Monitor and manage project financials and generate client billing with internal Xcenda finance and external client financial stakeholders
• Assist in the development and/or review and updating of project status reports/creative briefs
• Ensure all projects follow routing procedures, including electronic file tracking and routing through SharePoint Connect Project Rooms
• Schedule and hold internal meetings to kick-off projects and update project teams on the status of jobs and to alert team of obstacles that may impede deadlines
• Schedule and manage client status meetings, developing agendas, gaining appropriate team input for meetings, and preparing follow-up reports and action plans
• Participate on client calls (as needed), taking notes, identifying action items and preparing client contact reports on all client calls
• Learn and manage client-specific processes to ensure compliance
• Responsible for Medical/Legal/Regulatory (MLR) submissions through client submission portals and/or other electrical means of submission
• Work with client MLR review coordinators to ensure projects are scheduled for appropriate reviews based on internal and client timelines
• Educate account/client services personnel and other project team members on client processes and the time required to complete and prepare various types of job deliverables for submission to client electronic/online copy approval systems
• Schedule and route all job deliverable documents to appropriate internal staff for strategic review, updates, graphics enhancement, copyediting, etc and track accordingly
• Perform quality control reviews of deliverables as needed for medical, legal and copy approval submissions (ensuring appropriate client naming conventions, document preparation, referencing and annotations are completed by content developers, and ensuring all project queries by client and internal team members are addressed)
• Develop and maintain a checklist for client preferences and guidance not noted in style guide for quality control/proofreading
• Maintain strong working relationships with team members and with clients
• Develop and maintain organized/standardized job files (paper and electronic)
• Disseminate job communications internally and externally as needed
• Assist in the staffing and training of contractors as needed
• Assist in the selection of project vendors as needed
• Identify opportunities to improve project efficiency and team communication
• Perform other duties as assigned
• Develop and execute advisor and contractor consulting agreements
• Follow client-specific process to ensure compliance
• Perform other related duties as assigned

• Balances
• Builds Networks
• Business Acumen
• Collaborates
• Communicates Effectively
• Customer Focus
• Decision Quality
• Functional Knowledge
• Instills Trust
• Interpersonal Savvy
• Manages Ambiguity
• Manages Complexity Manages Conflict
• Optimizes Work Processes
• Situational Adaptability
• Project Management – Champions, Creates Project Infrastructure & Drives Project Management

Bachelor’s degree in a relevant discipline is preferred or equivalent experience.

Project Manager experience in a fast-paced office environment. 3+ years’ experience with a history of successful achievement.

• Knows and applies the fundamental concepts, practices and procedures of particular field of specialization.
• English (business fluent)
• Ability to work with cross functional teams
• Knowledge and experience of the Medical Device or Pharmaceuticals, global…