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.Job DutiesProject ManagementProvide leadership support for Project Managers in the development of educational and promotional materials/activitiesPerform all Project Manager duties for assigned accounts and provide oversight/support in these areas for department personnel. These areas include but are not limited to:Develop and execute project timelines, budgets, and billing checklistsDrive weekly internal and client status, new project kick-off, and post-project meetingsCommunicate with assigned clients regarding project status when applicableFulfill lead role in resource allocation, scheduling, and prioritization based on business unit objectives defined by Account ServicesAssess workflow and resources in the department to efficiently allocate responsibilitiesMaintain high-level knowledge of the project status, billing status, and timelines to support execution for all projects across product teamsReview pre-/post-project documentation, and approve when appropriateAssume/allocate/arrange coverage for temporary responsibilities for out-of-office team membersAssist Project Managers in problem-solving and prioritization to ensure timely execution of deliverablesAssist Project Managers with coordination of vendor/freelance selectionReview proposals and statements of work (SOWs) with Account Managers to ensure accuracy regarding department resources, allocated hours, and timelinesAssess and continually monitor projects for maintenance of budget and scope as detailed in SOW; recommend change of scope or modification of internal process as neededAssist the Account Services team in the fulfillment and delivery of RFI/RFP (new-business) opportunitiesSOP and Systems Development and ImplementationAssess, improve, and ensure adherence to processes, procedures, and systems to increase the efficiency and effectiveness of the departmentTrain direct reports and other department staff, as required, on the use of department procedures and systems/softwareQuality and Risk ControlEnsure that all quality control measures (eg, editorial review, graphics review) are completed as designated in the department proceduresReview detail reports with Project Managers to identify incorrectly recorded project hours, potential performance issues, and potentially out-of-specification/scope project hoursAnalyze potential out-of-specification/scope hours and make corrective recommendations to the teamProject Billing and ReconciliationServe as the primary Project Management team contact with Finance departmentEnsure that submission of all reconciliations and invoices is timely and is occurring at appropriate project milestonesKey CompetenciesProfessional behavior and confidenceAbility to manage outcomes to win-win resolutionExperience managing cross-functional teamsProactive, solution-oriented approach to project managementHigh level of integrity, confidentiality, and accountabilityWell-developed professional communication skills, including written and interpersonalWell-defined sense of diplomacy, including solid negotiation, conflict resolution, and management skillsHighly developed organizational skills and attention to detail and timelinesAbility to coordinate and execute multiple tasks in a fast-paced environment to serve many therapeutic teams and meet project goalsAbility to identify key issues; creatively and strategically overcome challenges or obstaclesSound analytical thinking, planning, prioritization, and execution skillsStrong presentation and persuasion skills: Can develop a clear point of view and tell a meaningful “story”; is effective in a variety of settings and group sizes with clients, peers, subordinates, and management; confidently expresses both data/facts and more controversial topics; commands attention and can manage group dynamicsProficiency in Microsoft (MS) Word, Excel, and PowerPoint applicationsAbility to master various electronic project management systemsDesire to meet professional goals and acquire new skills
