Operations Associate

Basic Information

Location

NJ Parsippany 3 Sylvan Way

Posted Date

14-May-2024

Agency

Trio

Department

Program Management

Job Number

43346

Job Type

Regular

Posting Locations

United States

• Parsippany, New Jersey

Work Arrangement

Regular

• Hybrid

Job Description

JOB SUMMARY

The Operations Associate (OA) is responsible for partnering with the meeting planners, program managers, and Speaker Bureau team with managing program costs, HCP spend, and reports. They are responsible for cross- checking HCP costs across projects. Successful Sr OAs are detail-oriented team players that has a knack for details and reporting.

ESSENTIAL FUNCTIONS

Administrative

• Performs basic administrative duties such as data entry.

Client Relations

• Provides support across internal teams.

Project Management

• Assists/supports on day projects to ensure smooth delivery of programs and deliverables for specific account teams.

Budgeting & Finances

• Updates program records timely and accurately in the portal or other program tracker to properly manage program actual costs.

• Collaborates with PM Management, finance and/or client teams to ensure that projects are delivered on time and within budget.

JOB DUTIES / RESPONSIBILITIES

• Provides day-to-day project support to the team.

• Manages post program costs and data entry to appropriate database and/or spreadsheets.

• Drafts and processes HCP honorarium and expense check requests.

• Handles job closing of program/meetings when all costs are accounted for and work with Client Business Manager to close out the job.

• Compiling and QC'ing HCP spend reporting on a per program/monthly basis based upon client specific HCP reporting requirements and compliance under the Sunshine Act.

• Maintains and tracks various HCP costs, including, but not limited to air travel costs, hotel accommodations and other HCP spend values.

• Manages UPS labels and shipments of all HCP honorarium and expense checks/letters.

• Manages Meetings American Express credit cards with tracking of costs, reporting, and liaison with A/P.

• Assists with managing vendor and vendor set-up as needed.

• Assists senior staff with client specific reporting.

• Maintains and tracks various HCP costs, including, but not limited to air travel costs, hotel accommodations and other HCP spend values.

• Knowledge of PhRMA code guidelines and client specific HCP report requirements.

EDUCATION

REQUIRED/PREFERRED

Bachelor's degree preferred

LICENSES & CERTIFICATIONS

EXPERIENCE

MINIMUM EXPERIENCE

AREA OF EXPERTISE

REQUIRED/PREFERRED

3+ years

Finance or finance-related field required

KNOWLEDGE, SKILLS, & ABILITIES

COMPETENCIES

Detail Orientation

• Acute attention to detail, with an emphasis on consistency and continuity

Client Focus

• Ability to interact professionally with clients and demonstrates client focused approach to service their needs

Communication

• Is attentive and shows interest in the subject

• Express ideas clearly and accurately

Self-Management

• Practically and objectively identifies one's own performance and abilities.

• Prioritizes and completes tasks to deliver desired outcomes within allotted time frames with minimal or no supervision

Salary

$56,000 to $80,000 annually

The salary range for this position is noted within this job posting. Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee's/applicant's background, pertinent experience, and qualifications.