Program Manager (Medical Education Events)

JOB SUMMARY:

The Program Manager (PM) will be responsible for planning and executing professional education events and peer-to-peer educational activities. The PM is a customer-facing position that requires excellent customer service skills. The PM works directly with our client’s field force, brand team and/or health care professionals to manage all aspects of peer-to-peer education activities. This may include recruitment, scheduling and coordinating dates, times and location, contracting, logistics, facilitating and reporting. The PM has direct responsibility to ensure appropriate contracting and compliance regulations are in place, managing all assigned projects, and collaborating with other team members to ensure seamless coverage. The PM must possess excellent oral and written communication skills and attention to detail.

ESSENTIAL FUNCTIONS:

Administrative

Performs basic administrative duties such as data entry, scheduling, and coordination of projects.

Client Relations

Provides support across internal, client, and vendors.

Project Management

Leads and manages day to day projects to ensure smooth delivery of programs and deliverables for specific account teams.

Budgeting and Finances

• Manages the financial reconciliation of all assigned programs.
• Updates program records timely and accurately in the portal or other program tracker to properly manage program and project budget projections, actual costs, speaker caps, and utilization.
• Collaborative with PM Management, finance and/or client teams to ensure that projects are delivered on time and within budget.

JOB DUTIES/RESPONSIBILITIES:

• Manages live, virtual, and hybrid events.
• Manages and facilitates virtual platforms for virtual and hybrid events.
• Communicates with HCPs to schedule and confirm services required, contracts, and oversee travel needs and maintain the participation database.
• Maintains database to track HCP information.
• Works with meetings management to arrange audio-visual equipment based on program requirements or type of program.
• Processes, reviews, and prepares HCP honoraria/fee-for-service, and expense payments and hand off to payment processor.
• Manages, reconciles, and reviews HCP out-of-pockets to ensure compliance.
• Maintains current knowledge of PhRMA code, Sunshine Act, and client specific HCP reporting.
• Maintains current knowledge of privacy and information security requirements (internal and client specific.
• Works closely with other team members to ensure successful project completion.
• Position may require travel to some programs.

EDUCATION:

Bachelor's degree preferred: Communications, Hospitality, or Business

EXPERIENCE:

Required: 2 Years of related work experience required (customer service, meetings/events or program management)

KNOWLEDGE, SKILLS, & ABILITIES:

• Communicates with field representatives to schedule, confirm, and manage all aspects of individual speaking events in accordance with standard procedures.
• Researches and contracts venue for each speaking event, including menu selection, confirmation of meeting room suitability, and negotiating costs.
• Arranges and ensures audio-visual equipment based on program requirements.
• Manages overall budget for each program.
• Keeps accurate and consistent notes.
• Escalates all exception requests or potential compliance issues in accordance with the SOP and policies of the project.
• Database all program information and provides regular reports to the client on program status, program evaluation, attendee record, financial status, and HCP-spend tracking.
• Reconciles all programs that have been assigned, close out after final review.

Skills:

• Microsoft Word
• Microsoft Excel - basic knowledge, sorting, filtering, and basic function and formulas
• Microsoft PowerPoint - basic knowledge to create slides for business needs
• Microsoft Outlook
• Zoom Meetings
• Microsoft Teams

COMPETENCIES:

Communication:

• Is attentive and shows interest in the subject.
• Expresses ideas clearly and accurately.

Organization:

• Creates clear goals, identifies and finds the resources (eg, time, people, materials) needed to achieve them.
• Schedules tasks so that work in completed on time.

Accountability:

• Demonstrates and communicates a high level of ownership and commitment to achieving results.
• Takes responsibility for one’s own actions and decision, and their consequences.
• Escalates issues appropriately and proactively.

Client Focus:

• Ability to interact professionally with clients and demonstrates client focused approach to service their needs.

Prioritization:

• Sets and manages priorities judiciously.

SALARY

$55,000 to $63,300 annually

*This position is eligible for overtime

The salary range for this position is noted within this job posting. Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications.

STATEMENT OF UNDERSTANDING:

This Job Description is not a contract of employment but serves as a reference for your mutual understanding of the terms and conditions associated with the position.

Your role may vary from this description, and you may be asked to perform other duties or have additional responsibilities outside of what’s outlined above. If you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.

There are three types of Employee Work Arrangements that classify where a person conducts work: In-Office, Hybrid, and Fully Remote. The amount of time an employee spends working virtually versus in person is dictated by their work arrangement classification, the demands of the role, the needs of the agency and their team, and a person’s performance.

This job description is not intended to include modifications consistent with providing a Reasonable Accommodation.