Project Coordinator Medical Learning (Hybrid Lawrenceville, NJ)

We are seeking a Project Coordinator Medical Learning for a global pharmaceutical client. This role is responsible for enabling operational excellence across the WW Commercialization Learning CoE and WW Medical Learning (WWML) by orchestrating the people, processes, vendors, budgets, and events that underpin a scalable, data driven learning operation. This role requires high discretion, strong interpersonal skills, and a collaborative, service-oriented mindset.

This is a 40-hour per-week, 12-month contract (extensions possible), 50% onsite role at the client's office in Lawrenceville, NJ. Schedule: Monday Friday, 8:00 a.m. 5:00 p.m.

This is a W2 role as a Stage 4 Solutions employee. Health benefits and 401K are offered.

Responsibilities:

1. Budget, Contracts & Vendor Management - 40%

• Track, analyze, and report budgets; reconcile expenditures and month end variances.

• Process SOWs, MSAs, POs, 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.

2. 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/town halls.

3. 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.

4. HR & On/Off Boarding (CoE only) - 10%

• Coordinate Workday actions, headcount trackers, access provisioning/deprovisioning.

• Deliver structured, day one ready onboarding and clean exit deprovisioning.

5. DL & Teams Management (CoE & WWML) - 5%

• Maintain distribution lists, Teams spaces, and SharePoint repositories.

• Ensure accurate storage, version control, and accessibility of CoE records.

6. Stakeholder Engagement (CoE only) - 5%

• Prepare and lead working sessions; collect feedback; nurture vendor/partner relationships.

7. Travel & Expense Management (CoE Senior Director only) - 5%

• Coordinate travel bookings, receipts, Concur expense submissions, and visa applications.

• Support visitor registrations and onsite logistics.

8. General Administration (CoE only) - 5%

• internal announcements; track awards/accomplishments.

• Manage shared mailbox and team calendar with timely, clear responses.

9. Team Communications (CoE only) - < 5%

• Create internal/external correspondence and presentation materials; distribute field/stakeholder communications.

10. Congress Attendance Management (WWML) - 5%

• Liaise with Congress Excellence; maintain attendee lists; manage registrations and WBS code allocations.

Requirements:

• Experience: 5+ years of project coordination/administration supporting complex, cross functional teams (learning, commercial, medical, or similar).

• Tools: Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); expense tools (e.g., Concur); HR/process systems (e.g., Workday).

• Budget, contracts, vendor management

• Experience with Power BI or dashboarding tools; Smartsheet or equivalent project trackers.

• Familiarity with WBS, procurement workflows, and compliance driven environments (life sciences/medical a plus).

• Education: Associate's degree (or equivalent experience).

• Bachelor's degree or relevant certification (e.g., PMI CAPM, event management, or financial operations) is preferred
  

Please submit your resume to our network at (please apply to the Project Coordinator Medical Learning (Hybrid Lawrenceville, NJ) role).