Project Coordinator

Program Coordinator, Promotional Education

Onsite/Hybrid: 50% onsite

Location: Princeton Pike NJ 08648

Hours: Monday - Friday 8:30am-5:00pm

Candidates must be 50% onsite

Locations: Princeton Pike is preferred, but Giralda Farms is acceptable

Some pharma experience is required

Top Skills:

• 3+ years of Project Management experience
• 3+ years with MS Office 365, MS Project and Jira.
• Veeva Systems (Events Management and Promomats)
• Strong experience with Excel (pivot tables and VLOOKUP's; specifically, PowerPoint creation)

Job Description

The Program Coordinator will partner closely with the Senior Manager to support the development and execution of Promotional Education Program strategies, including peer-to-peer (P2P) initiatives, in alignment with business priorities. The Program Coordinator, Promotional Education provides high-level operational and administrative support to help manage day-to-day responsibilities, ensuring programs are effectively planned, tracked, and delivered. This role serves as a central point of coordination across cross functional teams, streamlining communication, maintaining project documentation, and keeping initiatives on track.

Key Responsibilities

Reporting & Data

• Track program milestones, timelines, and deliverables, providing regular status updates and dashboards to support operational oversight and decision making.
• Prepare routine and ad hoc reports summarizing program performance, metrics, and key outcomes for internal stakeholders.
• Maintain accurate and organized program documentation, including trackers, reports, and reference materials, in accordance with internal standards and compliance requirements.
• Coordinate with internal teams to gather required inputs for reporting deadlines and ensure timely delivery of reporting materials.
• Support Senior Manager with reporting needs related to planning, forecasting, and program evaluations as requested.

Speaker Bureau Management

• Support the management and tracking of speaker contracting, speaker bureau maintenance and speaker support resources.
• Work closely with contracting and logistics vendors to ensure availability of speakers and resources to the field.
• Supports the Senior Manager with ad hoc requests from the field, ensuring timely coordination and follow up.

Communication & Stakeholder Collaboration

• Serve as a liaison between the Senior Manager, vendors, and key stakeholders to support effective communication and coordination.
• Maintain organized records of stakeholder communications, approvals, and follow ups to ensure traceability and adherence to internal documentation and retention requirements.
• Respond to stakeholder and speaker inquiries regarding program logistics and execution while escalating content or compliance related questions to appropriate internal partners (e.g., Compliance, Legal, Medical) as required.
• Assist Senior Manager in ensuring consistent, compliant messaging across Promotional Education initiatives and communication channels, supporting alignment with business objectives and regulatory expectations.

Operational & Administrative Support

• Work directly with the Senior Manager to provide day to day operational and administrative support for Promotional Education and peer to peer (P2P) programs, assisting with activities that ensure programs are planned, tracked, and delivered effectively.
• Maintain program trackers, timelines, and documentation to help monitor progress, support visibility into key milestones, and keep initiatives moving forward.
• Provide administrative support related to program operations, including document preparation, record maintenance, and coordination of routine program needs under the direction of the Senior Manager.
• Organize project files, maintain shared drives, and ensure documentation accuracy.
• Support budget tracking, procurement requests, and vendor coordination when required.

Required Qualifications

Education: Minimum education of BA/BS degree is required

Experience: Minimum of three (3) years of pharmaceutical industry experience with understanding of Promotional Education Programs and project management

Knowledge/Skills/Abilities:

• Strong written, verbal, and interpersonal communication skills
• Highly organized, self directed professional with the ability to adapt quickly, manage multiple priorities, and learn new processes with minimal supervision
• Advanced proficiency in standard business tools such as Microsoft Office with extensive knowledge and experience in Microsoft Excel. Knowledge and experience with pivot tables, formulas and data analysis tools is a must.

Preferred Qualifications

• Experience in Veeva Systems is preferred but not required