Senior Project Manager

About the role

Under the direction of the Project Management Lead, the Senior Project Manager will partner with internal stakeholders (Account, Scientific & Medical Services, Editorial, Creative, and Finance teams) in the development and execution of client deliverables. Demonstrating project ownership, the Senior Project Manager will possess and convey a comprehensive knowledge of the status and timelines for all tactics assigned to the respective internal client team. This role ensures the seamless delivery of publications, multichannel medical communications tactics, and activities through strategic planning, proactive problem-solving, and effective communication with colleagues, clients, and external stakeholders. The Senior Project Manager will also monitor project budgets in close consultation with Client Services and Central Services to track and manage invoicing. This role is remote and open to candidates within the United States or Canada.

Responsibilities

• Client Service, Project Planning, Management, and Tracking
  • Assume overall project-level ownership and responsibility for publication accounts, including determining and refining specifications ahead of project initiation and tracking project scopes, timelines, budgets, and deliverables.
  • Proactively manage accounts and respond to client expectations and needs in a timely manner.
  • Draft workflows and timelines using available resources and ensure accuracy.
  • Formally initiate projects within WorkBook and with internal team members, alerting them when project scope and budget are approved.
  • Maintain the integrity and accuracy of status reports and other client deliverables while collaborating with colleagues in their preparation.
  • Draft recaps of key takeaways for team finalization.
  • Ensure client meeting materials (e.g., agendas, slides, meeting minutes) are accurately prepared.
  • Own and manage author relationships, including distribution, tracking, and follow-up on author responses to invitations, agreements, forms, and deliverables.
  • Maintain an archive of all author communications on the Citrus Health Group server (SharePoint).
  • Manage entries within client project tracking software (e.g., iEnvision, DataVision, PubsHub, PubStrat), including creation and management of project entries, review workflows, project checklists, and final project audit and closure.
  • Submit information to client databases (Veeva Vault, Zinc) for tracking physician payments, travel, meals, and gifts (Sunshine Act).
• Financial Management and Tracking
  • Assume overall responsibility for the integrity and accuracy of financial deliverables (e.g., budgets, invoices, trackers).
  • Work with the account team to draft, submit, monitor, and adhere to approved budgets.
  • Maintain accurate financial spreadsheets to support internal and client needs.
  • Own WorkBook entries, including creation, updates, monitoring, and closure of budgets, invoices, and tracking of project expenses and vendor POs.
  • Draft scope and budget for fixed-fee projects using Word and WorkBook templates.
  • Submit invoices and accruals in a timely manner consistent with internal and client-directed SOPs.
  • Prepare for and be accountable for actions discussed in monthly revenue meetings.
  • Create vendor POs within WorkBook and track internal review and approval.
  • Prepare work-in-progress and revenue reconciliation updates on a bimonthly or monthly basis for financial tracking and forecasting.

Requirements

• Bachelor’s degree.
• 4-5 years of experience in project management within a medical communications agency, publications, and/or pharmaceutical company.
• Experience with publication accounts within a medical communications agency is required.
• High level of integrity, confidence, and accountability.
• Effective organizational skills, attention to detail, and adherence to timelines.
• Excellent financial acumen.
• Ability to coordinate and execute multiple tasks in a fast-paced environment.
• Strong ability to evaluate, interpret, and analyze written and verbal communications.
• Ability to coach junior team members to support their growth.
• Understanding of industry guidelines, regulations, and requirements.
• Well-developed professional communication skills, both written and interpersonal.
• Strong sense of diplomacy, including negotiation, conflict resolution, and people management skills.
• Ability to master various content management systems.
• Working knowledge of Microsoft Office applications (Outlook, Word, PowerPoint, Excel).