Posted to MedZilla on 2/2/2020

Syneos Health

US-TX, Associate Program Coordinator 3625831-MZ



Assist coordinators with the planning and execution of pharmaceutical speaker bureau meetings. May manage smaller scale speaker bureau programs.


Duties may include but are not limited to:

  • Handles attendee registrations and vetting process
  • Manages printing and shipping process for meeting materials and invitations
  • Communicates with reps regarding attendee vetting and illegible sign-in sheets
  • Prepares weekly reports with updates on vetting for client
  • Updates database with status changes on attendees
  • Scans and upload documents to server and database
  • Creates contact sheets
  • Drafts and saves invitations
  • Enters programs into internal program tracker (Excel)
  • Responsible for post-program closeouts and reconciliations (as applicable)
  • Updates Rep Territory Roster(s)
  • Distributes faxes to coordinators (electronic or paper)
  • Submits FedEx requests
  • Calls venues to check availability (as needed/available)
  • Calls venues to follow up on receipts (as needed/available)
  • Calls venues to give new credit card number (as needed/available)
  • Calls venues to give final headcount and confirm use of A/V (as needed/available)
  • Transfers phone calls
  • Drafts venue contracts for Coordinators (as needed/available)
  • Drafts addendums (as needed/as available)
  • Retrieves signed contracts and addendums from venues (as needed/available)
  • Saves all project-related emails and documentation in job tracking and/or shared drive
  • Ability to meet established deadlines
  • Ability to communicate clearly and effectively with coordinators/account services/management
  • Ability to identify deficiencies and propose process improvements
  • Ability to back up co-workers as needed
  • All other tasks as needed and approved by manager

Job Requirements


  • College Degree or equal work experience
  • 0-2 years Meeting & Event Experience
  • Proficiency in Microsoft Office applications

Employee Development Priorities

  • Client Services Management
  • Begin to build thorough knowledge of speaker bureau program and admin processes
  • Begin to build understanding of client/vendor relationships & service
  • Begin to learn client s internal business rules & policies
  • Begin to learn team roles and responsibilities

Product/Task Leadership & Accountability

  • Begin to build a reputation for effective & reliable delivery of high-quality projects
  • Begin to build thorough knowledge of expectations, processes & timelines
  • Keep track of deadlines
  • Deliver consistent quality, with proactive, effective & efficient results that meet or exceed client/team expectations

Business Management

  • Begin to build thorough knowledge of business operations, shared services, and other departments
  • Begin to understand speaker portals and shared systems
  • Begin to build knowledge of interdepartmental relations
  • Begin to develop understanding of the overall healthcare industry

Team Orientation/Collaboration

  • Provide team support as required, working with a positive & can-do attitude
  • Exhibit enthusiasm & a willingness to learn internal disciplines
  • Volunteer to take on team assignments and jump in wherever possible
  • Be a proactive team player

Personal Development & Growth

  • Set your career goals & begin mapping out career path
  • Begin to present oneself clearly and articulately when speaking and writing

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