Project Coordinator III

Mindlance

North Chicago, IL

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JOB DETAILS

SKILLS

Administrative Skills, Artificial Intelligence (AI), Business Skills, Calendar Management, Catering Services, Cellular Telephone, Communication Skills, Conversation Engine, Cross-Functional, Detail Oriented, Drug Development, Establish Priorities, Event Management, Expense Reports, Finance, Financial Compliance, Identify Issues, Leadership, Logistics, Mail Processing, Manage Agenda, Management Strategy, Medical Affairs, Medical Organizations, Microsoft SharePoint, Operational Support, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Procurement Management, Project Planning, Project Tracking, Project/Program Coordination, Project/Program Management, Regulatory Compliance, Remote Access, Remote Team Management, Research & Development (R&D), Team Lead/Manager, Teleconferencing, Vendor/Supplier Selection, Writing Skills

LOCATION

North Chicago, IL

POSTED

3 days ago

Purpose:
The role of the Project Coordinator II for QM&G is to provide organizational and project management support for the QM&G organization. Reporting to the Director of Strategic Management and Chief of Staff, this role will provide operational support for cross-functional projects and will work closely with senior project leaders and management to execute on project goals, objectives, and deliverables. The ideal candidate for this role is proactive and detail-oriented and will develop and execute upon work plans in a manner consistent with good project management practices for handling issues, stakeholder communication, and elevate issues to governance committees where required. This role will also assist with operations of the department, including managing calendars and travel for leadership and coordinating large, cross-functional business initiatives and events such as the annual team meeting, offsite leadership meetings, and workshops.

Responsibilities:
Provides basic project management support to project teams and stakeholders. This includes action item tracking, organization and communication of team materials, creating and maintains project SharePoint, OneNote, and Teams pages to store data and support cross-functional communication. Schedules, generates and maintains agendas and summaries for project status meetings. Creates/archives participation rosters for project teams and oversee shared information repositories maintenance.
Ensures successful execution of QM&G events and other special events as needed. Generates proposals for meeting structure and flow, assembles and manages the team required to execute all aspects of meeting preparation, communication, and logistics. Ensures adequate follow-up and execution while keeping costs at a minimum and maintaining appropriate ethical and financial compliance.
Collaborates with partners (suppliers, procurement, business managers, etc.) to align on contractual agreements as needed to support project advancement and ensure agreements are executed via approved processes.
Establishes and maintains strong working relationships within department, stakeholders across R&D, and with key external partners.
Fully understands and conducts business within established company ethical and financial compliance requirements.
Serves as administrative support for QM&G VP and Chief of Staff. This includes scheduling travel, managing correspondence and processing expense reports, meeting/event planning including catering, creating or modifying business documents, handling teleconference and mobile phone setups, and acting as a liaison for remote access issues.

Qualifications:
Bachelor s degree and 5 years industry experience or 10 years of equivalent work experience in Research & Development, Clinical Operations, or Global Medical Affairs organizations.
Proactive approach to problem solving, thinking outside of the box, and ability to identify creative solutions to unique problems.
Effective organizational skills and project management techniques to support the coordination and completion of assigned goals and tasks.
Strong business formal communication skills (both written and oral).
Proficiency with AI tools to increase efficiency such as MS Co-Pilot or AI Chatbots.
Self-starter, ability to work both independently and collaboratively with a cross-functional team.
Comfortable interacting with all levels of management and employees in support of project coordination.
Appropriately handles confidential business information.
Skilled at recognizing the needs of management, knows when prioritize as necessary and troubleshoot abnormal or challenging situations with executive partners.
Excellent computer skills including MS tools (Word, Excel, Project, PowerPoint, OneNote, SharePoint, Teams, Outlook) and Smartsheet.

EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

About the Company

Mindlance

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