Project Management Supervisor

AREA 23, an IPG Health Network Company, is a full-service agency focused on pushing creativity and invention in healthcare marketing to new heights. Its “What If” way of working provides a framework for breakthrough ideas that truly drive innovation and keep clients ahead of industry trends. AREA 23 is consistently recognized with the highest industry awards and honors.

JOB SUMMARY:

The Supervisor, Program Management is responsible for managing the planning and execution of professional education programs and activities. The Supervisor manages a team of 1-3 staff in the Program Management department at various levels, serving as their process champion, overseeing their work and ensuring best practices are followed, across multiple brands. They plan and execute large, complex projects themselves while delegating smaller tactics to the Program Managers and Coordinators. Strong leadership skills help them oversee a Program Manager/Coordinator’s activities, as they are accountable for the quality of their work, ensuring goals are met and projects are completed on time. The Supervisor has increased client exposure and works directly with marketing, vendors, and client-designated partners. The Supervisor also works directly with speakers and faculty (trained Healthcare Providers and Key Opinion Leaders) to coordinate involvement in meetings and activities. Speaker bureau management activities may include running reports, managing finances, and assisting with actual speaker bureau programs (if applicable).

They are a great team manager, communicator, motivator, and leader with the innate ability to “get things done.” The Supervisor partners with their team leads to identify resources needed within their own team. Successful supervisors possess excellent oral and written communication skills, superb organizational skills, and attention to detail.

ESSENTIAL FUNCTIONS:

Administrative

• Performs intermediate administrative duties such as data entry, scheduling, and coordination of projects.

Client Relations

• Provides support across multiple internal client teams and vendors and has the ability to interact professionally with clients and demonstrates client focused approach to service their needs.

Project Management

• Self-sufficient in the life cycle of the program management role in a project.
• Leads and manages day to day projects to ensure smooth delivery of programs and deliverables for specific account teams.
• Effectively handles large volume of programs or tasks and manages deadlines in a fast-paced environment.

Budgeting and Finances

• Ensures that projects deliver on time and within budget.
• Trains junior staff on budget review and guide them on how to maintain programs within budget.
• Team Management and Development
• Responsible for the day-to-day oversight, training, and development of junior staff.
• Shows the ability to communicate a vision or goal to others and lead them towards achieving it.
• Fosters a collaborative environment.

JOB DUTIES/RESPONSIBILITIES:

• Supports team leads in managing various educational projects and meetings to ensure that client expectations are met on all levels of program activity.
• Entrusted with larger and more complex projects.
• Self-sufficient in the life cycle of the program management role in a project.
• Manages high volume and complex programs, while delegating smaller tactics to the Program Managers and Coordinators.
• Executes programs, projects and activities involving KOLs. Recruit, secure, contract and serve as primary liaison with external faculty and KOLs for all program management tactics.
• Works directly with internal stakeholders, faculty, client, and external vendors to ensure logistical aspects of speaker programs meet expectations.
• Participates in team decision making meetings, such as, team kick-off meetings, interim status meetings, and final team meetings for assigned projects.
• Strategic Thinking and Foresight – understands the organization, beyond our program management department and anticipates what is needed before others.
• Provides ongoing updates to team leads, account team and other department leads.
• Provides ongoing updates to the client as required on each initiative managed to ensure successful management and completion.
• Ensures HCP honoraria/fee for service and expenses, are reviewed for accuracy, tracked to their respective projects, and reconcile that budgets are reconciled post-program, and report portal and other trackers are updated with final numbers and all expenses are reported per compliance requirements.
• Maintains and manages timely and professional written and verbal communications with clients and faculty members.
• Maintains current knowledge HCP guidelines (PhRMA code, state regulations for HCPs, Sunshine Act, privacy laws and client specific HCP reporting).
• Involved in portal development and maintenance (speaker bureau portal and/or Cvent). · Assists with post-event analysis, including event metrics.
• Fiscally responsible for Program Management out of pocket costs.
• Proactively identifies potential issues and provides recommendations for resolution to the team.

EDUCATION:

• Bachelor's degree Communications, hospitality or business-related field (Required)

LICENSES AND CERTIFICATIONS:

• N/A

EXPERIENCE:

• 4 years in industry, including 3 years in program management (Required)
• Related work experience required: (Customer service, meetings/events or program management). Speaker bureau for PM speaker bureau/specific position (Preferred)

KNOWLEDGE, SKILLS, & ABILITIES:

Team/Department Management:

• Assists with interviewing and hiring new staff.
• Coaches and mentors junior staff members.
• Holds regular 1:1 meetings with direct reports to discuss projects, performance, and career goals.
• Proactively communicates issues and work out solutions, including performance plans if needed.
• Proactively identifies and develops SOPs for the department and specific teams.
• Acts as a champion of learning, process improvement, and project management within the department and company.

Speaker Bureau specifics:

• Assigns speaker programs to Program Managers based on workload and account needs. · Assists with speaker bureau program management when needed.
• Creates (or collaborate with PM management team to create) plans of actions if project is at risk of not meeting SLA terms or is falling behind on tasks and metrics.
• Assists in developing as well as monitoring speaker bureau budgets per program and overall. · Assists team leads in development of annual speaker bureau estimates.
• Manages the speaker bureau portal and work directly with the portal vendor on development and management of the portal.

Skills:

• Microsoft Word.
• Microsoft Excel – Intermediate working knowledge of functions and formulas.
• Microsoft PowerPoint – Proficiency in Microsoft PowerPoint to create slides for business needs.
• Microsoft Outlook. · Microsoft Teams.
• Zoom Meetings – Creating and executing meetings and strong knowledge of offerings.
• Work Front.
• Performance Evaluation Software.

COMPETENCIES:

Interpersonal Skills:

• Establishes and maintains rapport and build relationships with another.

Communication:

• Is attentive and shows interest in the subject, expresses ideas clearly, and accurately.

Detail Orientation:

• Acute attention to detail, with an emphasis on consistency and continuity.

Analytical Skills:

• Strong analytical and interpretive skills.

Time Management:

• Carefully plans ahead to ensure tasks are undertaken and time is used efficiently. Helps develop junior staff time management skills.

Multitasking:

• Effectively handle large volume of multiple projects or tasks and manage deadlines in a fast-

paced environment.

Collaboration:

• Ability to work effectively in a team environment to build and foster collaborative environment.

SALARY:

• $100,000 to $130,000 annually

STATEMENT OF UNDERSTANDING:

This Job Description is not a contract of employment but serves as a reference for your mutual understanding of the terms and conditions associated with the position.

Your role may vary from this description, and you may be asked to perform other duties or have additional responsibilities outside of what’s outlined above. If you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.

There are three types of Employee Work Arrangements that classify where a person conducts work: In-Office, Hybrid, and Fully Remote. The amount of time an employee spends working virtually versus in person is dictated by their work arrangement classification, the demands of the role, the needs of the agency and their team, and a person’s performance.

This job description is not intended to include modifications consistent with providing a Reasonable Accommodation.