Associate Director, Project Management

Under the direction of the SVP, Account Services, and working closely with the Account Services, Editorial and Medical Services, and Creative Services departments, the Associate Director, Project Management, supervises and facilitates day-to-day operations of the Project Management team. The Associate Director provides support for Project Managers in the development of marketing and promotional materials/activities; assesses workflow and resources to efficiently allocate responsibilities; and provides input to and ensures adherence to processes and procedures to increase the efficiency and effectiveness of the department. The Associate Director takes a proactive approach to problem-solving to assist Project Managers in implementing tactics according to predetermined timelines and budgets.

Responsibilities

Provide leadership support for Project Managers in the development of educational and promotional materials/activities; Perform all Project Manager duties for assigned accounts and provide oversight/support in these areas for department personnel; Develop and execute project timelines, budgets, and billing checklists; Drive weekly internal and client status, new project kick-off, and post-project meetings; Communicate with assigned clients regarding project status when applicable; Fulfill lead role in resource allocation, scheduling, and prioritization based on business unit objectives defined by Account Services; Assess workflow and resources in the department to efficiently allocate responsibilities; Maintain high-level knowledge of the project status, billing status, and timelines to support execution for all projects across product teams; Review pre-/post-project documentation, and approve when appropriate; Assume/allocate/arrange coverage for temporary responsibilities for out-of-office team members; Assist Project Managers in problem-solving and prioritization to ensure timely execution of deliverables; Assist Project Managers with coordination of vendor/freelance selection; Review proposals and statements of work (SOWs) with Account Managers to ensure accuracy regarding department resources, allocated hours, and timelines; Assess and continually monitor projects for maintenance of budget and scope as detailed in SOW; Assist the Account Services team in the fulfillment and delivery of RFI/RFP new-business opportunities; Assess, improve, and ensure adherence to processes, procedures, and systems; Train direct reports and other department staff on the use of department procedures and systems/software; Ensure that all quality control measures are completed as designated in the department procedures; Review detail reports with Project Managers to identify incorrectly recorded project hours, potential performance issues, and potentially out-of-specification/scope project hours; Analyze potential out-of-specification/scope hours and make corrective recommendations to the team; Serve as the primary Project Management team contact with Finance department; Ensure that submission of all reconciliations and invoices is timely and is occurring at appropriate project milestones

Requirements

5 years’ related experience in project management at a medical communications-related agency; Experience managing >$3m annual brand marketing budgets; Ability to attend and conduct client meetings and presentations; Ability to commit to extra and/or nontraditional hours as client needs require; Ability to travel as client needs require; Proficiency in Microsoft (MS) Word, Excel, and PowerPoint applications; Ability to master various electronic project management systems; Professional behavior and confidence; Ability to manage outcomes to win-win resolution; Experience managing cross-functional teams; Proactive, solution-oriented approach to project management; High level of integrity, confidentiality, and accountability; Well-developed professional communication skills, including written and interpersonal; Well-defined sense of diplomacy, including solid negotiation, conflict resolution, and management skills; Highly developed organizational skills and attention to detail and timelines; Ability to coordinate and execute multiple tasks in a fast-paced environment; Ability to identify key issues and creatively overcome challenges; Sound analytical thinking, planning, prioritization, and execution skills; Strong presentation and persuasion skills; Desire to meet professional goals and acquire new skills

Benefits

Competitive salaries; Generous paid time off; Excellent health insurance; Family leave; 401(k) plan with employer matching