Program Coordinator

About the Role:

The Medical Education Program Coordinator plays a crucial role in the smooth execution of our agency's medical education programs. Acting as the internal liaison between account and program management, medical, editorial, production and creative services this individual ensures seamless communication and efficient project workflow. This position is essential for maintaining project timelines, facilitating internal and client reviews, and ultimately delivering high-quality educational programs.

What You’ll Do:

• Project Timeline Management: Assist in the creation and meticulous management of internal timelines (eg, via SmartSheet, Excel, etc.), ensuring timely completion of all project milestones. Proactively identify and address potential roadblocks to maintain project momentum.
• Internal Coordination: Route all projects through the appropriate internal departments (account, medical, editorial, production, creative services, etc.) via Workfront or email and manage client review cycles, ensuring all feedback is incorporated efficiently and accurately.
• Quality Control: Review copy and layout meticulously to ensure that team, client, and Regulatory Committee (RC) comments are addressed and incorporated.
• Client Communication: Communicate effectively with clients, providing regular updates on project status, as appropriate, and diligently following up on outstanding deliverables.
• Regulatory Submissions: Manage and submit all materials that require  RC/MRC review via client mandated platform (eg, Veeva Vault). Ensure all references are housed in platform library prior to tagging, linking and anchoring content to appropriate references within the platform. Monitor reviewer comments, save down and disseminate to appropriate internal team members.
• Project Tracking & Reporting: Prepare, maintain, and disseminate team hot sheets, chair hot sheet meetings, and create comprehensive status reports to keep all stakeholders informed of project progress. Maintain and manage project folders on SharePoint and/or Teams as appropriate. Participate actively in client status meetings.
• Permissions: secure pricing and permission licenses through Copyright Clearance Center and track requests.
• Budget Monitoring: Assist the Program Director in regularly monitoring project budgets, ensuring projects remain within allocated resources.

What You’ll Need:

• Entry level no experience required but 1-2 years of agency experience preferred, ideally within a healthcare advertising or medical communications setting.
• Exceptional organizational, communication (written and verbal), and interpersonal skills.
• Demonstrated ability to manage multiple competing priorities and maintain a high level of accuracy and attention to detail. Need to be flexible with shifting of   priorities and timelines.
• Proficiency with MS Office suite, Outlook and Adobe preferred. Familiarity with project management software a plus.

This position offers a fantastic opportunity to contribute to impactful medical education initiatives within a dynamic and collaborative agency environment. We are seeking a highly motivated and organized individual with a passion for healthcare communications.

How We’ll Support You 

Ogilvy celebrates its people. Fully. Enthusiastically. Unhesitatingly. We’ll empower you with the tools you’ll need to succeed. We’ll give you the autonomy to seek out new paths and better ways of doing things. We’ll support you with colleagues who are experts in their disciplines, drawn from across the Ogilvy network. And we’ll provide opportunities for you to do work of which you’ll be proud, with people you’ll be proud to call your teammates.  

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