Stage 4 Solutions
Project Coordinator – Medical Learning (Hybrid – Lawrenceville, NJ)
Stage 4 Solutions, Lawrenceville, New Jersey, United States
Project Coordinator – Medical Learning (Hybrid – Lawrenceville, NJ)
Stage 4 Solutions is offering a 12‑month, 40‑hour per week contract (extensions possible) with 50% onsite in the client’s office in Lawrenceville, NJ.
Base pay: $35.00/hr – $38.57/hr.
This role is responsible for enabling operational excellence across the global Commercialization Learning CoE and WW Medical Learning (WWML) by orchestrating people, processes, vendors, budgets, and events that underpin a scalable, data‑driven learning operation.
High discretion, strong interpersonal skills, and a collaborative, service‑oriented mindset are required.
Responsibilities
Budget, Contracts & Vendor Management – 40%
Track, analyze, and report budgets; reconcile expenditures and month‑end variances; process SOWs, MSAs, POs, and renewals; collaborate closely with Finance and Procurement; maintain dashboards and scorecards; support Compass planning cycles; coordinate process and tool trainings to uplift vendor and internal compliance.
Calendar & Meeting Management – 10%
Schedule and coordinate leadership/extended team meetings and quarterly 1:1s; own agendas, notes, logistics, and conflict resolution; set up webinars and town halls.
Event & Live Meeting Management – 10%
Lead logistics for training programs and town halls (venue, catering, invitations, readiness, onsite support); prepare participant materials, handouts, and onsite packs.
HR & On/Off Boarding (CoE only) – 10%
Coordinate Workday actions, headcount trackers, and access provisioning/deprovisioning; deliver structured, day‑one ready onboarding and clean exit deprovisioning.
DL & Teams Management (CoE & WWML) – 5%
Maintain distribution lists, Teams spaces, and SharePoint repositories; ensure accurate storage, version control, and accessibility of CoE records.
Stakeholder Engagement (CoE only) – 5%
Prepare and lead working sessions; collect feedback; nurture vendor/partner relationships.
Travel & Expense Management (CoE Senior Director only) – 5%
Coordinate travel bookings, receipts, Concur submissions, and visa applications; support visitor registrations and onsite logistics.
General Administration (CoE only) – 5%
Manage internal announcements, track awards/accomplishments; manage shared mailbox and team calendar.
Team Communications (CoE only) – 5%
Create internal/external correspondence and presentation materials; distribute field/stakeholder communications.
Congress Attendance Management (WWML) – 5%
Liaise with Congress Excellence; maintain attendee lists; manage registrations and WBS code allocations.
Requirements
5+ years of project coordination/administration supporting complex, cross‑functional teams in learning, commercial, medical, or similar environments.
Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); expense tools (e.g., Concur); HR/process systems (e.g., Workday).
Experience with budget, contracts, and vendor management; familiarity with WBS, procurement workflows, and compliance‑driven environments (life sciences/medical preferred).
Experience with Power BI or other dashboarding tools; Smartsheet or equivalent project trackers.
Associate’s degree (or equivalent experience). Bachelor’s degree or relevant certification (e.g., PMI CAPM, event management, or financial operations) preferred.
Stage 4 Solutions is an equal‑opportunity employer. We celebrate diversity and are committed to providing an inclusive environment free of discrimination and harassment. All employment decisions are based on job requirements and candidate qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information, or other legally protected characteristics.
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Base pay: $35.00/hr – $38.57/hr.
This role is responsible for enabling operational excellence across the global Commercialization Learning CoE and WW Medical Learning (WWML) by orchestrating people, processes, vendors, budgets, and events that underpin a scalable, data‑driven learning operation.
High discretion, strong interpersonal skills, and a collaborative, service‑oriented mindset are required.
Responsibilities
Budget, Contracts & Vendor Management – 40%
Track, analyze, and report budgets; reconcile expenditures and month‑end variances; process SOWs, MSAs, POs, and renewals; collaborate closely with Finance and Procurement; maintain dashboards and scorecards; support Compass planning cycles; coordinate process and tool trainings to uplift vendor and internal compliance.
Calendar & Meeting Management – 10%
Schedule and coordinate leadership/extended team meetings and quarterly 1:1s; own agendas, notes, logistics, and conflict resolution; set up webinars and town halls.
Event & Live Meeting Management – 10%
Lead logistics for training programs and town halls (venue, catering, invitations, readiness, onsite support); prepare participant materials, handouts, and onsite packs.
HR & On/Off Boarding (CoE only) – 10%
Coordinate Workday actions, headcount trackers, and access provisioning/deprovisioning; deliver structured, day‑one ready onboarding and clean exit deprovisioning.
DL & Teams Management (CoE & WWML) – 5%
Maintain distribution lists, Teams spaces, and SharePoint repositories; ensure accurate storage, version control, and accessibility of CoE records.
Stakeholder Engagement (CoE only) – 5%
Prepare and lead working sessions; collect feedback; nurture vendor/partner relationships.
Travel & Expense Management (CoE Senior Director only) – 5%
Coordinate travel bookings, receipts, Concur submissions, and visa applications; support visitor registrations and onsite logistics.
General Administration (CoE only) – 5%
Manage internal announcements, track awards/accomplishments; manage shared mailbox and team calendar.
Team Communications (CoE only) – 5%
Create internal/external correspondence and presentation materials; distribute field/stakeholder communications.
Congress Attendance Management (WWML) – 5%
Liaise with Congress Excellence; maintain attendee lists; manage registrations and WBS code allocations.
Requirements
5+ years of project coordination/administration supporting complex, cross‑functional teams in learning, commercial, medical, or similar environments.
Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); expense tools (e.g., Concur); HR/process systems (e.g., Workday).
Experience with budget, contracts, and vendor management; familiarity with WBS, procurement workflows, and compliance‑driven environments (life sciences/medical preferred).
Experience with Power BI or other dashboarding tools; Smartsheet or equivalent project trackers.
Associate’s degree (or equivalent experience). Bachelor’s degree or relevant certification (e.g., PMI CAPM, event management, or financial operations) preferred.
Stage 4 Solutions is an equal‑opportunity employer. We celebrate diversity and are committed to providing an inclusive environment free of discrimination and harassment. All employment decisions are based on job requirements and candidate qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information, or other legally protected characteristics.
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