Program Coordinator – Medical Communications
Location: India (Remote)
Additional Locations: Hyderabad, Bengaluru
Employment Type: Full-Time
Department: Medical Communications / Scientific Communications / Project Management
Position Overview
We are seeking a highly organized and detail-oriented Program Coordinator – Medical Communications to support the successful planning, coordination, execution, and delivery of medical communication and publication projects. This role serves as a critical operational partner to account teams, medical writers, publication managers, and clients, ensuring projects are delivered on time, within budget, and in compliance with established processes.
The ideal candidate will possess strong project coordination skills, excellent communication abilities, and experience managing complex workflows, publication tracking systems, documentation, and stakeholder interactions within a healthcare, pharmaceutical, medical communications, or scientific publishing environment.
Key Responsibilities
Project Coordination & Delivery Support
Support account teams in the implementation and execution of medical communication, publication, and scientific content projects.
Coordinate project activities to ensure timely delivery within approved timelines and budgets.
Maintain project schedules, timelines, and tracking tools to monitor progress and milestones.
Proactively identify risks, delays, and resource constraints and escalate issues when necessary.
Assist project managers in maintaining efficient project workflows and ensuring adherence to client requirements.
Project Tracking & Reporting
Create, update, and maintain:
Project Status Reports
Timeline Trackers
Budget Tracking Sheets
Resource Allocation Reports
Project Dashboards
Distribute project updates to internal teams, clients, and stakeholders.
Ensure accurate project information is maintained across internal and external tracking platforms.
Monitor project deliverables and maintain visibility of project status throughout the lifecycle.
Project Setup & Documentation Management
Initiate project setup activities including:
Project Codes
Job Sheets
Tracking Documents
Naming Conventions
File Structures
Prepare project kickoff materials and support project launch activities.
Establish and maintain organized electronic filing systems for all project documentation.
Ensure documentation is stored, maintained, and retrievable according to company standards and compliance requirements.
Publication & Medical Communications Support
Support publication planning and execution activities, including:
Abstract Submissions
Manuscript Submissions
Poster Development Support
Publication Tracking
Gather and maintain submission requirements from journals, congresses, and publication platforms.
Coordinate online submissions of manuscripts, abstracts, and related scientific materials.
Format documents according to:
Journal Requirements
Publication Guidelines
Client Templates
Corporate Branding Standards
Support integration of scientific revisions and editorial updates into final deliverables.
Reference Management & Literature Support
Manage scientific references and citation databases.
Insert and format citations using reference management software.
Maintain publication databases and reference libraries.
Procure scientific articles, journals, and literature from approved sources.
Archive purchased publications and maintain organized reference repositories.
Ensure references are formatted according to publication-specific guidelines.
Financial & Budget Coordination
Support project financial management activities, including:
Budget Tracking
Invoice Scheduling
Financial Reporting
Cost Reconciliation
Resource Utilization Tracking
Raise purchase orders (POs) for external vendors, freelancers, and consultants according to company procedures.
Monitor vendor payments and financial commitments.
Assist with budget revisions and financial forecasting activities.
Publication Tracking System Administration
Support management and administration of publication tracking platforms such as:
Datavision
PubStrat
Publication Planning Databases
Maintain data integrity and user access controls.
Serve as a super-user for publication management systems.
Support onboarding and training of new users.
Coordinate review and approval workflows within tracking systems.
Meeting & Event Coordination
Organize and coordinate:
Client Meetings
Scientific Advisory Boards
Publication Team Meetings
Internal Project Meetings
Investigator Meetings
KOL (Key Opinion Leader) Meetings
Schedule meetings and teleconferences.
Prepare agendas, meeting materials, and presentations.
Record meeting minutes and track action items.
Follow up on deliverables and commitments arising from meetings.
Stakeholder & Client Support
Collaborate effectively with:
Medical Writers
Publication Managers
Scientific Directors
Medical Affairs Teams
Clients
Key Opinion Leaders (KOLs)
External Vendors
Serve as a reliable point of coordination between internal and external stakeholders.
Ensure professional and effective communication across all project activities.
Quality & Process Improvement
Assist with quality control and fact-checking activities.
Ensure adherence to:
Internal SOPs
Client Requirements
Publication Standards
Compliance Guidelines
Support process improvement initiatives and workflow optimization.
Participate in training and continuous improvement programs.
Contribute to proposal development, budget preparation, and business presentations when required.
Required Qualifications
Education
Bachelor’s Degree in one of the following:
Life Sciences
Pharmacy
Biotechnology
Healthcare
Business Administration
Project Management
Communications
Related Discipline
Preferred Education
Master’s Degree in Life Sciences, Healthcare, Business, or related field.
Project Management Certification (PMP, CAPM, PRINCE2, or equivalent) is advantageous.
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