Associate Program Manager

Updated: November 20, 2019
Location: Irving, TX, United States
Job ID: 6784

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Overview

Responsible for developing and managing a variety of pharmaceutical meetings. Works with colleagues to ensure each program is flawlessly executed within budget and has met all the objectives. Responsible for all decisions and recommendations on the program budget and program execution.   

 

 

Responsibilities

(Duties may include, but not limited to all or some of the following)

Meeting Management:

  • Point person to lead program development, organization, execution and on-site management, which includes preparing and managing program timelines and determining effective meeting locations
  • Facilitates program planning calls with clients and internal project teams
  • Creates and distributes call agenda and call notes
  • Creates and manages budgets for multiple meetings and assesses any change in scope against contractual agreements  
  • Adheres to sponsor compliance guidelines with an acute awareness of compliance restrictions
  • Responsible to ensure assigned programs are conducted within the defined budgeted parameters, with managed expectations
  • Suggests and implements alternative solutions to problems with timelines, schedules, resources, budgets, and takes corrective action when necessary
  • Responsible for venue sourcing/options based on cost and program objectives.  Negotiates and executes contracts with hotels and vendors
  • Provides clients with budget updates/analysis as needed
  • Creates meeting specifications and works directly with hotel to ensure accurate food & beverage, meeting room setup and guest room arrangements
  • Knowledge of resources to assist with agenda planning and development of meeting objectives
  • Oversees registration, housing, air and ground transportation arrangements, secures sponsor approvals for change in scope and, budget exceptions
  • Promotes a positive, cohesive team approach during the planning process and onsite execution working directly with hotel, vendors, sponsor, clinical team and attendees
  • Reconciles vendor billing
  •  

Meeting Support:

  • Works closely with Program Specialist to create  meeting timelines, meeting specific requirements and ad hoc requirements
  • Oversees meeting requirements such as graphics, audio visual, food & beverage, room layouts/diagrams, travel expense guidelines
  • Manages registration, housing, air and/or ground transportation arrangements and reporting
  • Knowledge of Cvent to provide:
    • Venue Sourcing
    • Builds Customized Registration Portal with Approved Graphics, Questions, Location-specific information
    • Attendee Tracker Uploads (Scrub/Additions/Changes/Declines)
    • Communications (Save the Dates, Invitations, Travel Confirmations, Reminders)
    • Manage Shared Mailbox (Registrations, Travel Itineraries, Registration Status)
    • Manage Meeting Recruitment via Email, Phone Call Follow Ups
    • Reporting (Daily Reporting Status per Client Specifications)
  • Create and prepare all on-site meeting materials for Clinical and Sponsor review/approval
  • Oversee print, pack and shipment of materials, track shipments
  • Save all project-related documents in job tracking and/or shared drive following meeting execution
  • Knowledge of global regulatory guidelines established in the pharmaceutical industry
  • All other tasks as needed and approved by manager

Job Requirements

Required

  • College Degree
  • 3-5 years Meeting & Event Experience
  • Proficient in Microsoft Office applications, with a heavy emphasis in Excel
  • Able to travel (up to 50%) including weekends
  • Previous meetings or pharmaceutical experience is preferred

Core Compentencies

  • Absorb and Process complex meeting terminology/AV requirements/understand hotel components
  • Understanding of budget impacts/how budgets work 
  • Proficient knowledge of vendor negotiations & contracting
  • Have a basic understanding of  a Clinical Research Organization/Contract Commercial Organization
  • Analytical, decision-making and problem-solving skills.               
  • Mentor Program Specialists for growth
  • Manage and lead small to mid- size meetings


Syneos Health companies are affirmative action/equal opportunity employers (Minorities/Females/Vets/Disabled)

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