Job title : Event Coordinator/Program Manager
Job Number :
Division : Administration
The Program Manager positions represent the core of the company’s business model. This position is ultimately responsible for planning and executing Local Patient Outreach Programs (LPOPs), additional programs, and assisting in the recruitment of program attendees. The key transferrable skills for these positions are communication, organization, and resourcefulness. The Program Team member is responsible for liaising with the Account positions to effectively understand the needs of the clients with regards to program selection and development.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Outreach calls are a necessary function of those in a Program Manager position. Therefore, candidates selected for this position will be expected to contribute as needed to this important function. Candidates not comfortable or willing to make outreach calls, which are typically “cold calls,” should take this under consideration when applying.
Weekend & Night Work:
Although your day-to-day work should take place mostly during regular office hours (8:30 AM -6:00 PM, Monday - Friday) candidates selected for the Program Manager position should have the expectation that the workload and nature of the work will require hours that may extend past the business hours of the company. This includes working on the weekends.
The core business hours that you work may change based on business needs. Candidates would need to understand this and expect that their shifts may change from time to time.
The size and nature of our company will require that you work in collaboration with people in other departments. Candidates must demonstrate their willingness/ability to step into other roles from time to time to drive the success of the company. Candidate will need to demonstrate their ability to be a contributing member of a team that has goals that are broader than an individual job description or function.
Candidate must have the ability to read and comprehend general documents relating to the Pharmaceutical/Bio-technology industry that include but are not limited to: Medical education, medical periodicals, clinical trial data, package inserts, medical procedures, industry regulations and reimbursement/tax guidelines. Candidate must have the ability to prepare and present business reports and correspondence. Candidate will have demonstrated their ability to effectively and professionally communicate with managers, clients, customers, Ambassadors and the general public. Working with patients requires the candidate to exercise discretion and empathy as patients are living with chronic conditions. Fluency in a foreign language is a plus.
Program Managers are required to frequently speak with pharmaceutical sales representatives, patients and caregivers living with chronic conditions and third-party vendors. These employees are required to have a good understanding of patient privacy laws (HIPAA) and adverse events (AE) reporting as well as disease knowledge and sensitivity. Program Team members frequently communicate with members of the client’s sales force and speaker bureau. This requires a basic understanding of the hierarchy of the sales organization as well as an understanding of promotional speaking rules and guidelines. It is important to point out the importance of professionalism in this role. Program Team members are also responsible for partnering with the Ambassador and Account Management Team members. This will ensure that the Ambassador Manager is kept informed of placement needs of the Ambassadors. The Account Team will be responsible for reporting directly to the client, and therefore needs to be aware of the planning process at all stages for each program. Strong teamwork mentality is needed. Lastly, an understanding of program management is needed.
Program Team members may be asked to simultaneously manage an array of activities including training, program planning, recruiting, and execution and sales force interfacing as well as motivation. It is important that these employees have demonstrable organizational skills and can give clear examples of their ability to multitask in a high-pressure environment. Additionally, recruiting for live programs requires the ability to keep information and materials organized and the ability to lead a team to meet recruiting goals. The importance of privacy means that record keeping and file management are crucial.
Program management inherently requires a person to “think on their feet.” A demonstrated ability to anticipate hurdles and overcome them quickly and effectively is paramount.
Travel is a fundamental part of the Program position. Travel expectation: 50%
Travel will include, but is not limited to:
• Traveling to client locations to support meetings
• Traveling to program locations to provide support/direction
• Traveling to shoot locations to provide support/direction
The core of our business is working with patients. It is most likely that you will come in contact with Personal Consumer Information (PCI) of patients living with chronic illness. It will be required that you take training courses that include, but are not limited to:
• Policy Training
• Health Insurance Portability and Programmability Act (HIPAA)
• Adverse Program (AE) Reporting Training
• US Food and Drug Administration (FDA) Training
Candidate must have excellent computer skills in a Microsoft Windows environment to include:
• Word-processors (Word)
• Spreadsheets (Excel)
• Presentation software (Power Point)
• Email (Outlook)
• Internet and World Wide Web
Candidate will have the ability to comprehend and utilize basic mathematics as well as business statistics to include; percentages, ratios, discounts, interest, commissions, and proportions.
Candidate will have the ability to identify and define problems and apply effective problem-solving skills by collecting data, establishing facts, and drawing valid conclusions. Candidate will have the ability to deal with a variety of concrete variables in situations where only limited standardization exists. Candidate will have the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Candidates selected for Program positions are required to perform additional tasks, which include, but are not limited to:
• Creating strategic and succinct slide/word documents based on ambiguous and often absent data/information
• Effectively articulating in verbal and written form the capabilities of the corporation and how they can support client’s needs
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 regularly required to stand; walk; sit; use hands (to finger, handle, or feel); reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move more than 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Work Environment/Environmental Conditions:
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. The noise level in the work environment is usually moderate. No or very limited exposure to physical risk.
Certificates, Licenses & Registrations:
Candidates must have a valid driver’s license. In some instances, a passport may be necessary.
Education and Experience:
Bachelor's degree (B.A.) from a four-year college or university; or three to five year’s related experience and/or training; or equivalent combination of education and experience preferred