Project Coordinator

Perfect entry level opportunity in a great medical communication's agency with potential for growth and career development! This is an in-office based role located in Pearl River, NY

Evolution Health Group
is a full-service, integrated healthcare communications agency which has broad strategic capabilities and consists of 4 main divisions,

• Evolution Medical Communications – thought leaders in promotional medical education, including P2P engagement strategy from pre-launch to LOE
• Maestro
  360 – leaders in program execution of meetings, events and conventions
• blulava – experts with respect to optimizing the customer engagement experience through technology
• Darwin Academy – dedicated to providing novel, interactive peer to peer education

Job Title:
Project Coordinator

Job Purpose: The Project Coordinator (PC) is responsible for driving the agency’s quality control measures, creation of project timelines/workplans, and ensuring materials are routed through the agency in accordance with agency SOPs. The PC is the central point of contact for Account Services, Creative Services, Editorial Services, Medical Services, Web Services and Meetings & Events Services, ensuring smooth workflow by establishing priorities and following up with each team member/department throughout all phases of a project.

The PC fully understands Agency and Client processes and ensures team members adhere to these procedures.

Responsibilities:

• Work under the direction of the Director, Project Coordination to support the planning, development, review, and management of all project components.
• Route all assigned projects between Account, Medical, Editorial, Creative, Web development and Meetings and Events teams, via electronic routing system, ensuring internal approvals are obtained.
• Provide daily communication (verbal and written) with all internal stakeholders to ensure deadlines are met throughout the project lifecycle to advise of project progress, shifts in timelines, changes in scope, and/or deliverables.
• Develop project timelines, based on project scope, and keep timelines updated and accurate.
• Manage and organize electronic job folders and project files on the network, ensuring client-provided files are saved in the correct folder; provide links to team members as necessary.
• Develop and distribute daily hot sheets outlining immediate project deliverables, due dates, and team member responsibilities.
• Develop weekly internal status reports and status recaps, paying close attention to ensuring next steps are appropriately captured.
• Organize internal account team meetings, medical team meetings and assist with arrangements for external meetings.
• Understand the “big picture” of each project to be able to proactively help identify potential issues and barriers to project execution according to the project plan/timeline.
• Lead the submission and management of content and project-related assets according to the client’s required systems and processes; includes LMR, PRC, MRC, compliance/regulatory reviews.
• Assist with pulling weekly finance reports for account team
• Coordinate with external vendors based on project specifications and needs.
• Support the account team, PMs specifically, with special projects, faculty/advisor communications, and client-related deliverables.
• Execute all…