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Program Specialist

2 months ago

Somerset, United States Syneos Health inVentiv Health Commercial LLC Full time

Description

Responsible for project management, congress coordination of sponsorships, tracking of booth assets, and logistical planning support for a variety of conferences throughout the year. Collaborate closely with the internal teams working with cross functional teams in marketing, field representatives, vendors, and conference organizers to ensure each program is flawlessly executed within set deadlines, budget and has met all the objectives. Responsible for maintaining and updating conference master tracker including all decisions and recommendations on the congress sponsorship guidelines and deadlines.

Key Job Responsibilities:

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

Sponsorship Management:

  • Research conference sponsorships and track key information pertaining to each conference.
  • Facilitate program planning calls with clients, vendors, and internal project teams.
  • Create and distributes call agenda and call notes.
  • Support client tracker outlining conference name, date, and secured sponsorships.
  • Coordinate with external stakeholders on booth shipment, tabletop development, and literature printing.

Product Theater Management

  • Coordinate logistics with clients and conference organizers.
  • Support speaker coordination.
  • Complete and submit product theater intake forms.
  • Coordinate with internal teams and conference organizers to provide approved speaker presentation deck.
  • Coordination of printing and shipping of approved invites and signage.
  • Support food and beverage arrangements.

Project Management of Conferences

  • Oversee management of master tracker communicating updates to marketing leads and conference organizers.
  • Track marketing materials to include posters, invites, handouts, bag inserts, door drops, brochure ads, banner ads.
  • Adhere to sponsor compliance guidelines with an acute awareness of compliance restrictions.
  • Ensure assigned programs and assets are within defined parameters.
  • Suggest and implement alternative solutions to problems with timelines, schedules, resources, budgets, and takes corrective action when necessary.

Ancillary Meeting Support:

  • Support meeting requirements such as signage, audio visual, food & beverage, room layouts/diagrams and set up.

Engage Contract Management

  • Effectively execute client-generated healthcare consulting contracts in compliance with global policies working with pharmaceutical companies to include everything from compliance approvals, red-line edits to contract execution.
  • Collaborate effectively with various colleagues, requesting guidance on contracting and policy guidelines, while fostering strong relationships and serving as a key point of contact.
  • Partner with colleagues to actively engage in regular calls with the business providing updates, report tracking with real-time information, including any delays or concerns related to contracting.
  • Route contracts for approval via electronic signature process. Conduct data entry and execute contracts in client system.

Job Qualifications:

Required

  • College Degree
  • 1-2 years Meeting & Conference Experience
  • Proficient in Microsoft Office applications, with a heavy emphasis in Excel
  • Proficient in Adobe
  • Able to travel (up to 25%) including weekends

Core Competencies

  • Knowledge of complex meeting terminology/AV requirements/understand conference & exhibitor components
  • Have a basic understanding of a contract commercial organization
  • Analytical, decision-making, and problem-solving skills
  • Accountability for decisions, ability to produce results on time
  • Able to meet expectations set forth by clients/internal teams/organization

The annual base salary for this position ranges from $45,000 to $57,000. The base salary range represents the anticipated low and high of the Syneos Health range for this position. Actual salary will vary based on various factors such as the candidate's qualifications, skills, competencies, and proficiency for the role. In addition, some positions may include eligibility to earn commissions/bonus based on company and / or individual performance.

At Cadent, we are dedicated to building a diverse, inclusive and authentic workplace. If your past experience doesn't align perfectly, we encourage you to apply anyway. At times, we will consider transferable skills from previous roles. We also encourage you to join our Talent Network to stay connected to additional career opportunities.

Cadent is a US Medical Communications company with employees located across the US. The home office is in New York City. Cadent specializes in high science, high touch peer to peer medical communications. The company excels in translating complex science into compelling messages that deliver value and action. Cadent builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals.

Work Here Matters Everywhere | How are you inspired to change lives?

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

Syneos Health has a voluntary COVID-19 vaccination policy. We strongly encourage all employees to be fully vaccinated. Additionally, certain local governments or Syneos Health customers may have vaccine requirements that apply to some of our employees. These employees are required to submit proof of vaccination to Syneos Health and maintain compliance with these requirements.
At Syneos Health, we believe in providing an environment and culture in which Our People can thrive, develop and advance. We reward and recognize our people by providing valuable benefits and a quality-of-life balance. The benefits for this position will include a competitive compensation package, Health benefits to include Medical, Dental and Vision, Company match 401k, flexible paid time off (PTO) and sick time. Because certain states and municipalities have regulated paid sick time requirements, eligibility for paid sick time may vary depending on where you work. Syneos Health complies with all applicable federal, state, and municipal paid sick time requirements.