Project Management Assistant

PURPOSE OF THE JOB
The Project Management Assistant provides technical support for a variety of tasks performed by the ACE Project Management Consultants and Advisor (ACE PMs). This includes, but is not limited to supporting the application and integration of key Project Management processes and tools across ACE BioMeds Medical Affairs to deliver project milestones on time, on budget, and within scope.

Primary responsibilities include supporting the creation of integrated product plans including scope, budget, timeline, communications and risk as well as monitoring performance vs. plan for all relevant products, including those in the later pipeline.
The role also includes supporting partnerships with ACE functions, Global Medical and Brand Teams where applicable.
In addition, the PM Assistant is responsible for effectively managing upward and cross-functional communications, resolving issues, ensuring documentation of key information and decisions, and ensuring project management and clinical systems are accurate and up to date (e.g., MS Project Integrated Project Plans, Business Planning Tools).

Experience:
Medical Background/Experience preferred
Demonstrated advanced computer knowledge of Microsoft Word, Power-point, Excel update project plans after major modifications in scope, resources or timeline.
•Timeline
­Assist in developing and maintaining up-to-date project plan timelines (using Microsoft Project).
­Support identification, communication, and management of leading indicators of the team's progress to major project milestones.
­Monitor and report performance to plan and support team action when plan is not being achieved.
­Support cross-functional operational meetings or other appropriate forum to prospectively manage upcoming team-related activities, key milestones, and decisions as well as to proactively identify updates to project schedule; initiate project schedule updates on a regular basis and revise schedule as appropriate.
•Budget
­Support the management of the regional budget.
Review actual spend across overall plan on a monthly basis to identify any potential trends in spending. Assist in consulting with the Clinical Development Organization to understand variances to the plan/forecast and reasons for the discrepancies. Support adjustments to forecast of grant and non-grant expenses with input from the Clinical Development Organization where applicable.
­Support ACE PMs as they provide the team and leadership with an understanding of the cost of development options and post launch activities.
•Risk
­Support coordination of the development of project team/plan risk assessment and mitigation/contingency planning.
­Assist in communication of project risk assessment and mitigation/contingency plans within team and to functions and management; ensure risk owners are documented.
­Support risk owner accountability for monitoring and reporting status of risks; timely escalation to functional supervision or leadership of issues/concerns. Support implementation of mitigation/contingency plans.
•Change Control
­Support the development, management, and communication of the project change control process and outcomes for team/project.
•Communication and Team Management
­Work with quality mindset across the project team by documenting key decisions, actions and key modifications in project scope, resources and timeline; analyzing metrics and communicating successes, misses, risk and mitigation plans and shared learning; ensuring archival of all relevant project information at the termination of a project and as appropriate throughout the project.
­Coordinate meeting logistics and provision of timely meeting agendas and meeting minutes.
­Help build and maintain effective teams.
­Support effective management of internal and external business partner relationships and interactions/integration with the project team (if applicable).
­Support the identification of critical decisions that must be made by the team and support the key technical experts who are actively involved in making those decisions. Support decision resolution.
•Launch Planning and Execution (if applicable)
­Support the cross-functional launch operations team. Support ACE PMs as point person for all functional area deliverables related to the launch.
­Support partnership with the Brand Team to integrate marketing needs for medical support.
­Assist the ACE PMs as they establish and drive the overall launch plan and timeline including critical path/chain management, track progress against timeline, and drive resolution of issues to meet launch milestones.

Application/Improvement of Processes (Shared Learning)
The PM Assistant plays a support role as a resource to the business with regard to shared learning, process improvement, and identification of special/complex needs as they pertain to their primary responsibilities.
•Generate ideas for new processes and process improvement within Medical to enhance function of team. Works with medical functions to implement new processes within Medical and the team.
•Ensure the utilization and consistency of documented processes of Medical.
•Identify and share learning opportunities and process improvements with the team and function in order to streamline the effectiveness/efficiency of conducting clinical trials; identify methods to decrease clinical cycle times.
•Identify, share, and incorporate best practices into future iterations of processes, tools, training, or guidance.
•Coordinate and participate in retrospective project/process review meetings (i.e. after action reviews) to identify issues and strengths and help capture and implem