Job Description

Job Summary

The Project Specialist is a critical role within the Marcom group and is responsible for the tactical execution of all Marcom projects. The Project Specialist’s primary responsibility is to shepherd a myriad of projects—ranging from simple to extremely complex—through each stage of development, from ideation to deployment, in a fast-moving, demanding environment. 

As the operational linchpin of the Marcom team, the Project Specialist ensures projects move efficiently and effectively. Success in this role requires exceptional project management skills, a keen attention to detail, and the ability to build strong cross-functional relationships while proactively managing multiple, competing deadlines.

Duties & Responsibilities

• Collaborate cross-functionally with Marketing, Creative, Regulatory and Legal teams to project manage and route promotional labeling materials (literature, presentations, product advertising, web pages, videos etc.) from ideation to deployment.
• Organize, prioritize, and complete a variety of project management tasks daily with minimal supervision, including: 
  • Facilitate the development of Marcom deliverables with relevant collaborators
  • Conduct project kick-off and status meetings (when necessary to move stalled projects)
  • Perform impact assessments to ascertain the full extent of revisions
  • Manage internal resource libraries
  • Manage website content and collateral, ensuring they are kept current
  • Request and oversee translated collateral
  • Ensure content is current by tracking and maintaining accuracy and working with various content owners
  • Track and notify stakeholders of expiring advertisements and other collateral
  • Communicate creative concepts / content-in-development to the creative team for production
  • Upload, steward, and manage approvals within the document control system (Agile)
  • Facilitate weekly approval meetings
• Route documents in document control system, including associated quality system documentation.
• Increase operational efficiency and contribute solutions for internal process improvements.
• Open jobs with the creative services team and coordinate the flow of projects between the Marketing, Marcom and Creative teams.
• Demonstrate a strong desire to learn about the company and its product line, and apply knowledge and judgment to marketing activities.
• Interface with various departments for content vetting and clarification based on direction from the Brand Manager, Verticals, and Marcom Director.
• Assist in maintaining inventory of tradeshow supplies, and coordinates the packing and shipping of exhibit materials to shows;

• Assist with media placements and deliverables.

• Assist as needed to coordinate show schedules, task lists and deadlines for each national tradeshow assigned.

• Perform other duties or special projects as assigned.

Minimum & Preferred Qualifications and Experience:

Minimum Qualifications

• Two to three years of experience in project management, or a related function at an agency or internal marketing department;
• Previous exposure to document control systems/ regulatory-controlled environment.
• Possess a robust attention to detail (will be tested);
• Ability to balance multiple concurrent projects with quick turn-around; adaptable to change;

• Self-starter who is assertive, enthusiastic, and highly motivated;

• Excellent organizational, communication, and decision-making skills;
• Ability to keep projects on schedule with strong follow-through;
• Ability to work well within a team environment and independently;
• Proficient in Microsoft Office Suite products: Microsoft Word, Excel, PowerPoint, SharePoint;
• Experience in effective collaboration with internal functional areas;
• Strong interpersonal and communications skills, with the ability to effectively deal with all levels of internal and external clients;
• Able to exercise discretion and keep strictest levels of confidentiality;
• Ability to work effectively with many people across a broad range of cultural backgrounds, ages and with multi-disciplinary teams; 
• Open to a variety of responsibilities to suit the business need;
• Must maintain regular and acceptable attendance at such level as is determined at the company’s sole discretion;
• Must be available and willing to occasionally work extended hours as needed (during crunch times) per day or per week, including weekends and holidays, in order to meet business needs;

Preferred Qualifications

• Hands on experience with any major project management tool;

   

• Experience with Photoshop, InDesign and/or graphics handling a plus;
• Team-oriented and adaptable, with a passion for details, processes, and seeing complex projects through to completion;
• Prior experience working with Marketing, Regulatory, and Engineering teams;
• Prior experience working within a life sciences, diagnostics, pharma, healthcare, or med device/technology company;
• Prior experience with document control systems, such as Microsoft SharePoint and Oracle Agile PLM;
• Experience conducting market research, developing market intelligence reports, and disseminating findings into effective marketing programs;

Education

• High School Diploma or GED is required. Bachelor’s degree preferred or equivalent experience

Compensation:

The anticipated salary range for this position is $75,000 - $90,000 plus benefits.  Actual placement within the range is dependent on multiple factors, including but not limited to skills, education, and experience. 

This position also qualifies for up to 10% annual bonus based on Company, department, and individual performance. 

Physical requirements/Work Environment

This position primarily works in an office environment. It requires frequent sitting, standing and walking.  Daily use of a computer and other computing and digital devices is required.  May stand for extended periods when facilitating meetings or walking in the facilities.  Some local travel is necessary, so the ability to operate a motor vehicle and maintain a valid Driver’s license is required. 

The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods.  Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.