Project Coordinator

4 weeks ago

Uxbridge, United Kingdom Parexel Full time

When our values align, there's no limit to what we can achieve.
 

Parexel is in the business of improving the world’s health. We do this by providing a suite of biopharmaceutical services that help clients across the globe transform scientific discoveries into new treatments. From clinical trials to regulatory, consulting, and market access, our therapeutic, technical, and functional ability is underpinned by a deep conviction in what we do. We believe in our values; Patients First, Quality, Respect, Empowerment & Accountability.

This role is based in the UK and ideally you would be situated in either of our Littlehampton or Uxbridge offices and we can offer a remote role if required.

As the Program / Project Coordinator you will provide highly skilled, proactive project coordination support to assigned account team(s) and for allocated projects to ensure efficient and effective management of projects within agreed priorities and time scales to the highest quality, in line with budget, and with minimal supervision. Your responsibilities will include internal project tracking, liaising with client and faculty on project set up and progression, maintaining internal/client databases and documents, maintaining financial documentation, and supporting teams in proposal, budget and pitch developments. You will be experienced at working with data and be used to completing the project tracking process.

Key Accountabilities:

- Provide team members with skilled support in the implementation and management of specified projects within agreed time schedules and budgets 
- Proactively maintain and circulate project tracking and status reports, internally (including liaison with the studio) and externally
- Set up and maintain accurate project information on all tracking tools (internal and external)
- Set-up project (status reports, tracking documents, document naming convention) and project codes
- Prepare project kick off materials, including creating project job sheet 
- Raise purchase orders for all external services (ICs) as per standard processes and procedures with authorization by an appropriate signatory; track payments 
- Generate appropriate correspondence when seeking permission to reproduce illustrations/figures
Undertake ordering of Journal/British Library held references; Maintain online/paper archive of purchased papers
- Insert Reference Manager citations into manuscripts and format to style; maintain Reference Manager databases within account team(s)
- Provide information on abstract and/or manuscript submission guidelines, proactively ascertain and collate all information required for submission package, and undertake submission (eg, online) of abstracts or manuscripts
- Format documents to journal/house style and PowerPoint slides to agreed template;

- Proactively set up and coordinate with Manager the Induction Program for new starters
- Actively contribute to induction programs and the training and development of new support staff and other employees
- Organize all travel and accommodation for team members
- Make all necessary arrangements for client visits and off-site meetings



Skills:
- Competent in the use of Word (Advanced), PowerPoint (Advanced), Excel (Advanced), Outlook (Advanced) and Reference Manager (Intermediate) and sound knowledge of databases (eg, Access)
- Ability to source information using the Internet and other media
- Confident processing financial information and trackers under the guidance of Manager
- A confident self-starter who is capable of knowing how best to action/respond to specific requests and information received from a variety of external and internal sources
- Strong interpersonal and communications skills, including ability to compose own correspondence to agree professional standard
- Excellent organizational and multi-tasking skills, with the ability to coordinate several projects at different stages, meeting strict deadlines and follow-up proactively; effective time management
- Accuracy and attention to detail
- Team player with client-focused approach

Knowledge and Experience:
- Previous project and team coordination, support or administration is essential. 
- Experience within the medical communications environment or healthcare would be an advantage but we are open to candidates from any sector

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