Specialized Recruiting. Temporary Staffing. Managed Services. 800 876 2314

Project Coordinator III

Employment Type Temporary
Field of Work Administrative/Clerical


Position Summary

The Project Coordinator is responsible for supporting the operational activities of its program. The Project Coordinator will, with an intuitive sense of urgency and high attention to detail, ensure data integrity of program requests within the program request management system, reconcile program records with source documentation and with medical affiliates, comply with documentation of triaged adverse events, and facilitate/track execution of program agreements through the Legal department.


Principal Responsibilities 

  • Support day-to-day operations of the program
  • Manage the program mailbox and process/triage mail accordingly
  • Responsible for data entry into request management system and ensuring data integrity for requests received
  • Reconcile records with source documentation
  • Effectively communicate with medical affiliates globally to reconcile or troubleshoot issues with cases
  • Responsible for maintaining contact lists by country/region and by therapeutic area
  • Responsible for maintaining appropriate version control of all documents/templates within Sharepoint or other system for filing/archiving
  • Create and send appropriate documents (letters, contracts, supplementary information, etc.) to physicians upon request approval
  • Ensure agreements and contracts with physicians and sites are executed and properly archived
  • Adequately triage and document adverse events in accordance with company policies and SOPs
  • Contact physicians for periodic medical updates of their patients receiving therapy via the program
  • Assist with monitoring progress of requests approved by program and alerts management of any potential issues
  • Generate spreadsheets and reports from the request management system as needed to assist management with metrics
  • Assist in the development, maintenance and updates of project plans; track action items to closure; generate reports/tools to provide periodic project updates to management
  • Assist management with projects as needed
  • Strive for operational excellence by identifying areas for continuous quality or efficiency improvement
  • Maintain inspection readiness by ensuring policies, SOPs, and work practice documents have been read, understood and followed.
  • Schedule Oversight Committee Meetings and adhoc Review Committee Meetings
  • Schedule and organize regular Operations Team meetings complete with agenda and relevant material distributed prior to the meetings; effectively summarize meeting discussions and action items into meeting minutes; seek alignment of minutes from participants and finalize, distribute, archive
  • Schedule and organize meetings between Chief Medical Office, treating physician and local medical affairs colleague to facilitate physician on-boarding and training
  • Create applicable e-requisitions and purchase orders
  • Support budget management activities, including monthly accrual and forecasting activities
  • Provide administrative support to the CMO Office by organizing meetings, managing calendars, managing travel itineraries and expense reimbursement of senior leaders; filing, copying, faxing
  • Maintain the highest level of personal ethics, integrity and honesty
  • Operate with a high degree of discretion dealing with confidential information


  • Minimum of 3-5 years of experience in the pharmaceutical/biotech industry or related healthcare industry
  • Knowledge and experience with identifying and reporting adverse events preferred
  • Demonstrated ability to manage multiple projects and competing priorities.
  • Demonstrated high level of proficiency with Outlook, Word, Excel, Powerpoint, SharePoint, SmartSheet, Visio, Concur, SAP requisitioning system and other applications
  • Demonstrated agility/comfort working in databases/systems
  • Excellent collaboration and communication skills, both oral and written
  • Excellent organizational/time management skills; Ability to prioritize, identify problems and seek solutions