Hiring! Ogilvy CommonHealth PR NJ Account Coordinators

Account Coordinator

Location: Parsippany, NJ
Areas of Service: Medical Education
Position #: ME15-07
# of openings: 1


Ogilvy CommonHealth Worldwide (www.ochww.com)—the health behavior experts of Ogilvy & Mather (www.ogilvy.com)—committed to creativity and effectiveness in healthcare communications, everywhere. Our global headquarters are in Parsippany, NJ, with additional North American offices in Irvine, CA, Newtown, CT, Chapel Hill, NC, New York, NY and Toronto and Montreal, Canada. With 58 offices in 40 cities across 32 markets, our offices are located in key geographies aligned with healthcare’s global footprint. Ogilvy CommonHealth Worldwide provides marketing services including behavioral insights, content strategy and management, digital, interactive and new media services, marketing analytics and research, media planning and buying, medical education, payer marketing and market access, professional advertising and promotion, public affairs and relations, relationship marketing, sales training development, and wellness and consumer advertising and promotion. The network also offers scientific communications and publications planning services through a wholly owned separate legal entity. The organization houses and maintains individual Ogilvy CommonHealth and Ogilvy Healthworld brand identities within the marketplace and is a WPP company (NASDAQ: WPPGY, www.wpp.com).

Medical Education one of our service groups has an immediate opening for an Account Coordinator in our Parsippany location. To be considered for this position, please go to the our website at:www.commonhealth.com/careers and apply. We are offer excellent benefits and a great working environment.

Position Overview

• Responsible for financial initiation and tracking of each project
• Track and route jobs following company workflow from the beginning until final disk release
• Ensure that projects are completed on time by guiding the team towards achievement of those goals
• Ensure compliance and documentation is secure throughout the duration of the program (as appropriate)
• Provide appropriate administrative support to assigned teams (ie: schedule meetings, produce internal meeting materials)
Key Responsibilities

HCC Management
• Adhere to client-specific and HCC guidelines and close-out procedures
• Conduct account specific compliance checks/searches (ie: OIG, FDA, EPLS) when necessary and save documentation accordingly

Financial Management
• Complete and submit new job number requests and open jobs by attaching appropriate Dashboard template
• Enter budgets and adjustments(COS, transfer) into Dashboard
• Update Dashboard (Q-to-A) when budgets are approved
• Create, issue, and update POs
• Run and monitor job reports regularly for the purpose of tracking actual vs. budget
• Maintain COS tracking grid
• Include project financial information on status reports to include budgeted and actual fee and OOPs to date, monthly % complete, change of scope(s) status, grantor PO # and invoicing information (if appropriate and necessary)
• Drive and monitor invoice routing as required by team

Traffic Management
• Once budgets are signed or LOAs are received, schedule project kick-off meetings
• Ensure project documents saved in appropriate folder on CommonKnowledge
• Maintain project timelines
• Create, route, maintain, and update job bags as necessary
• Initiate and ensure team attention to QC checklists as required by team

• Create, maintain, and update internal status reports
• Schedule team status meetings
• Act as intermediary between shared services, production, meeting planning, and assigned account teams  to manage project workflow and ensure effective, timely communication
• Archive project files at completion of each project as required by teams

Project Management
• Assist AE in developing and formatting faculty and recruitment grids and maintain with responses, dates OIG check documentation, letters sent, responses received, etc.
• Schedule and book evaluation tabulation vendor, when necessary; copy and send evaluations to vendor, receive summary and forward to team
• Schedule and book transcriptionist, when necessary; send CDs and meeting materials to transcriptionist after meeting, receive transcription and forward to team
• Continually monitor timelines to ensure projects remain on track and alert team members of impending deadlines and due dates on status reports, job bags and hot sheets, via email, if necessary

Knowledge and Skills

• 4-year college degree
• Working knowledge of Microsoft Office programs (Word, Excel, Outlook, PowerPoint). Access a plus.
• Solid organizational skills and attention to detail
• Strong interpersonal communication skills
• Ability to maintain flexibility and teamwork in a fast-paced, demanding work environment, with possible late night and weekend time required.
• Ability to focus on multiple tasks and overall workload, and to initiate the follow up necessary to complete projects
Problem Solving

• Identify potential problems, notifying appropriate team members of issues and suggesting possible solutions
• Ability to assist in managing traffic timing/priority conflicts and offer suggestions for solutions
Managerial Direction

• Maintain daily contact and partnership with all team members, providing clear and professional direction relating to assigned projects
• Ensure appropriate use of e-mail and voicemail for communication status within and outside of the organization

Requirements for Advancement

Position of advancement
• Assistant Account Executive

Requirements for Advancement
• Minimum of 1 year spent in this position
• Demonstrate proficiency in all areas of present position, including knowledge of HCC, SOX, PhRMA, and OIG
• Demonstrate ability to write and communicate clearly and effectively
• Demonstrate strong knowledge of computer skills/necessary software (Outlook, Word, Excel, Access)
• Demonstrate understanding of key financial documents and processes, including Dashboard
• Demonstrate pro-activity and ownership of your role in achieving team success
• Demonstrate understanding of client processes and guidelines


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