Project Administrator - Internal Medicine Field Medical Group

The IM Field Medical Project Administrator (PA) provides an administrative management role to support to the IM FMD Team Leaders and other direct reports of the IM FMD Group Lead work streams and customer projects in achieving the goal of planning and managing the execution of programs and projects in coordination with IM Field Medical Project Managers.  Working closely with the Project Leads, the role performs a variety of activities in support of assigned functional area and committee needs.  The role gathers, collects, records, tracks and verifies data and information from multiple sources. 

The PA partners with the Project Leads as needed in compiling, reviewing and analyzing data as well as managing meeting efficiency and output. The role utilizes applicable software for the functional area to assist the Project Leads in compiling and generating reports, flow charts, timelines, tables, graphs, correspondence and presentations. Under the direction of the Team Leader/Project Lead(s), the role may design processes to enhance workflow and provide data and information to others on functional unit processes and procedures.

ROLE RESPONSIBILITIES

Under direction of the Team Leaders and other direct reports of the IM FMD Group Lead and/or Project Lead(s), the PA’s major responsibilities include but are not limited to:

• Provide PA support for IM FMD Group Team Leaders for Agile, Bold Move 3.3 initiatives and other non-therapeutic area-related (and TA-related if needed) projects, initiatives, or workstreams
• Provide PA support for the IM FMD Group Strategy and Analytics Lead for projects related to analytics and technology strategy development for the IM FMD Group
• Provide PA support for the Medical Content and Training Lead including support of scheduling, coordinating, and maintaining the onboarding training schedule for new hires
• As needed, provide PA support for the Therapeutic Area Leads
• Work closely with team members for appropriate project support and actively engage team members to solicit project concerns and ideas for improvement
• Maintain comprehensive knowledge and key skills for all operational aspects of the IM FMD Group
• Maintain thorough knowledge of the NAMA Medical Affairs organization and the impact of policies, procedures, digital tools, and other guidance on the IM FMD Group.
• Utilize knowledge to advise other administrative colleagues within and beyond the work group
• Utilize network to answer questions outside of area of expertise
• Provide meeting management support including scheduling meetings, developing agendas, gathering and distributing meeting materials, manage meeting flow and discussion, producing meeting minutes, following up on action items, and storing all materials appropriately on the relevant SharePoint site
• Proactively provide back up to the Project Lead(s) when necessary including addressing inquiries not requiring PLs direct attention in order to keep project/decisions on track
• Work with Legal and/or Contracts and Outsourcing, when needed, to develop and execute consultant agreements, service level agreements, program schedules, and Confidential Disclosure Agreements; invoice tracking, routing and approval, and supports other project management financial activities as needed
• Provide PA support for IM FMD Group Team Leaders for non-therapeutic area-related (and TA-related if needed) projects, initiatives, or workstreams
• Work with the IM FMD Group Strategy and Analytics Lead, Medical Content and Training Lead, and Therapeutic Area Leads (as needed) on projects needing PA support;
• Develop and maintain systems to manage data capture/tracking including complex Excel spreadsheets if needed, as part of this also investigate new ways to collect information for project enhancement
• Partner with the Project Leads on updates to project status reports and coordination and development of presentations
• Develop and maintain business relationships to assist in project advancement
• Manage SharePoint sites (e.g., post/archive documents, ensure content is current and compliant with Pfizer policies)
• Develop, administer, and collate surveys output in coordination with the project leads
• In the case of cross functional or larger scope projects and under the direction of the Project Lead(s), track and verify data and information from multiple stakeholders in order to facilitate resolution
• Full support of medical sponsorship approval in ARIBA system/FRF
• Facilitate lessons learned/best practice sessions
• Serve as back up to support Project Managers as needed during absence, vacation, or increased workload

BASIC QUALIFICATIONS

• Bachelor’s degree and/or 6-10 years of experience preferred
• Demonstrates expert knowledge and proficiency with general office digital platforms and procedures such as customer service, , commonly used office software (e.g., MS Office-Word, Excel, PowerPoint, Teams, Visio, Microsoft Project) and expert knowledge of Pfizer specific processes and procedures applicable to the line/Site (e.g.,  GCE, ARIBA, functional area databases, and other relevant Pfizer IT platforms).  Skilled in utilizing the following Pfizer applications and systems: Teleconference, WebEx, Zoom, and Teams Conferencing Services, SharePoint (advanced skill necessary to train new team members), and OneMed
• Demonstrated advanced data analytics skills and technology proficiency; and/or demonatrated ability to learn and utilize technical knowledge of advanced features of all relevant Pfizer Digital platforms (e.g. pivot tables and calculating functions across multiple spreadsheets in Excel; slide design and animation in PowerPoint and formatting slides from multiple decks), systems and programs preferred
• Ability to represent the IM FMD Group Lead, Team Leaders, and/or Project Leads in meetings in their absence.
• Possesses excellent communication skills with an ability to respond with professionalism in verbal as well as written communications.  Able to interact, influence and work effectively with all levels of management. 
• Demonstrates resourcefulness with ability to anticipate needs. Excellent attention to detail and follow-up skills. 
• Must be independent, pro-active, self-motivated with strong organizational skills and possess the ability to manage priorities, and handle multiple tasks with frequent, tight deadlines
• Ability to lead and work proactively in a team environment with minimal supervision
• Excellent judgment and ability to work with confidential documents and information. 
• Exhibit excellent problem-solving skills, consistently demonstrating resourcefulness and perseverance through ambiguous situations, and be solution oriented
• Ability to provide guidance and training to others within own work group, and able to lead specific projects autonomously
• Ability to take a broad perspective to solve problems, sometimes choosing less obvious approaches to identify solutions
• Understanding that decision impact team and customers/vendors
• Takes initiative and independently uses own judgement to determine, adapt, and refine standard methods and techniques that impact group/customers
• Completes complex assignments independently and identifies appropriate methods/approach
• Ability to represent work group or department on cross department/line teams

PREFERRED QUALIFICATIONS

• Experience in Internal Medicine and with the IM FMD Group;
• Previous Field Medical-related experience
• Familiarity with internal/external SOPs/Rules/Regulations regarding Pfizer/customer interactions and relationships, etc.

 
 

PHYSICAL/MENTAL REQUIREMENTS

Project Administrators must be able to sit for long periods of time at a desk, participate in teleconferences and WebEx meetings, multitask and perform complex analytical projects. PA colleagues should be able to work well under tight deadlines and ambiguous circumstances.

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS

Project Administrator colleagues typically work in an office setting during usual daytime business hours. PA colleagues are expected to travel periodically to either NYHQ or a regional office facility as well as remote Pfizer meetings.

Additional Job Details
Last Date to Apply for Job: September 17, 2021
Eligible for relocation package: No
Eligible for Employee Referral Bonus: Yes
Additional Location Information: NYC only

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