Project Management Associate I

Project Management Associate I

The PMAI learns to coordinate with and assist the Project Manager in planning, organizing, coordinating, and overseeing activities related to the combination of Imperial products and services for clients in the clinical trial space. Projects may require multiple services including kit assembly, graphic design content development, product procurement, translation, print production and global distribution.

This position is intended to be a learning opportunity for new Project Management Associates. They will perform the same functions as PMAII but with much greater oversight and less independence. Once the Project Management Associate has evidenced that they are able to perform the job functions, the title may be changed to PMAII.

Job Functions and Performance Standards:

Project Tracking

• Initiates and manages tracking tools appropriate for each project. These tools could include spreadsheets, databases, word documents, etc
• Updates tracking tools with critical dates, achieved dates, completed activities version information, shipping data, and other information as required by project
• Manages project SharePoint site and uploads all information
• Develops and performs data entry functions within project or client specific tools such as quantity sheets, LTM/CRA surveys, Imperial pricing sheets etc
• Assists with the preparation of client profiles and updates as appropriate.

Project Coordination and Support

• Operates in conjunction with company values to provide customers with the "Imperial Experience"
• Prioritizes assigned project tasks and handles multiple tasks simultaneously
• Disseminates project information and deliverables to team members.
• Understands the scope and deliverables for each project
• Maintains timely communication between team members
• Functions as an adjunct to the project manager completing tasks as determined in coordination with the PM
• Performs daily evaluation for project progress to ensure that timelines are followed steadily and consistently.
• Performs important administrative functions for the project manager which will include taking minutes at meetings, making phone calls to client and team members, responding to e-mails and updating project metrics
• Performs domestic and international releases by utilizing Marketplace and Solomon, and conducts shipment tracking when appropriate
• Attains international logistics knowledge to allow for appropriate release activities and utilizes knowledge to disseminate information between internal/external teams
• Performs appropriate action on shipment hold queues to allow shipments to go out appropriately when notified by Project Support Associate
• Provides Marketplace training to clients as needed
• Assists project manager in project cost tracking and efficiencies
• Builds Imperial proposal from SME-provided information and reviews with Project Manager when appropriate
• Ensures all project documentation and tracking are up to date, complete and archived appropriately
• Prepares/extracts from system project reports such as warehouse inventory, shipping history, etc. in support of Project Management updates for clients
• Prepares orders to send through pre-production to manufacturing
• Serves as back-up for assigned project manager performing day-to-day activities in support of client needs and escalating to back-up PM as appropriate
• Participates in client onboarding activities
• Participates in ad hoc meetings and update meetings with clients
• Responds promptly to client requests and proactively manages expectations
• Recognizes any issues related to client dissatisfaction and escalates effectively, and in a timely manner, through the appropriate quality channels for resolution
• Handles basic issues while referring complex issues to higher level staff or appropriate SME

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Noise level in the work environment is usually moderate
• Daily group interaction is imperative to the team's success. Occasional interaction with manufacturing departments and working on the shop floor may be required.

Requirements

Education:

• High school diploma or equivalent
• Some college coursework preferred

Experience:

• At least 1 year experience in a professional setting
• At least 1 year experience in a customer service role

Skills:

• Customer focused and service mindset
• Excellent computer skills including experience in MS Office products
• Excellent written and verbal communication skills
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Ability to adjust based on dynamic needs of client and project manager on a project-by-project basis
• Ability to multi-task effectively
• Highly organized and detail oriented

Physical Demands: The Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit, and talk or hear. The employee is occasionally required to stand or walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust and focus.

The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities and requirements. Nothing in this job description should be construed to limit the power of the company to repeal or modify any part of this job description at any time. This document is not intended to create a contract between 5THGEN Inc., or any of its subsidiaries, and its employees.