VSM Software
Website:
vsmsoftware.com
Job details:
Role: CME Operations & Projects Co ordinator
Experience: 1-3 years
Location: Mumbai
Notice period :0-30 days
NOTE: Looking for someone who is willing to work as a Sales coordinator for CME operations, providing application support.
CME Operations:
1. Documentation & Compliance Management
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SOP Validation: Act as the primary gatekeeper for all Continuing Medical Education (ME) documentation. Review post-event submissions to ensure 100% alignment with company Standard Operating Procedures (SOP).
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Discrepancy Resolution: Identify missing or incorrect documentation (e.g., invites, attendance sheets, feedback forms) and proactively coordinate with the Field Force (FF) for corrections.
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Approval Workflow: Provide the formal "Go-Ahead" to Regional Business Managers (RBMs) once documentation is validated, ensuring no event proceeds or is closed without meeting compliance benchmarks.
2. Stakeholder Coordination & Liaison
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Central Point of Contact: Serve as the dedicated bridge between the Field Force (FF) and the Vendor/Service Management (VSM) team.
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Query Management: Resolve all operational queries raised by the FF regarding event portals, vendor delays, or documentation requirements.
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VSM Coordination: Work closely with the VSM team to ensure service delivery is on track and resolve any systemic issues affecting event execution.
3. Financial Coordination & Honorarium Management
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Honorarium Oversight: Manage the end-to-end process for HCP (Healthcare Professional) Honorarium.
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Payment Tracking: Coordinate with the Finance department and FF to track payment statuses, ensuring timely disbursement and official closure of honorarium files.
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Dispute Resolution: Address and resolve any discrepancies related to payment amounts or banking details between Finance and the HCP.
4. Reporting & Governance
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Direct Reporting: Report directly to the Director Sales/NSM on the status of all CME activities.
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Dashboard Management: Provide regular updates/trackers to the Director Sales regarding:
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Pendency of CME events (open vs. closed).
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Aging analysis of pending Honorariums.
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Field Force compliance ratings.
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Escalation: Promptly escalate recurring bottlenecks or compliance risks to the Director Sales/NSM.
Key Performance Indicators (KPIs)
To ensure this third-party hire is effective, you may want to measure them on:
1.
Turnaround Time (TAT): Time taken to review documents once submitted by FF.
2.
Accuracy Rate: Percentage of documents passed that meet Finance/Audit requirements.
3.
Honorarium Cycle Time: Reduction in days between event completion and HCP payment.
Projects Coordination – Support Local IT Team on the following:
Project Coordination
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Assist in gathering requirements from stakeholders and documenting them clearly.
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Coordinate project activities across multiple teams to ensure alignment and timely execution.
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Track project progress and update project plans, schedules, and trackers.
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Organize and facilitate project meetings, prepare agendas, and record minutes.
Documentation & Review
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Prepare, review, and maintain project documentation (requirements, design documents, test plans, reports).
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Ensure all documents are accurate, complete, and aligned with project objectives.
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Support version control and maintain audit-ready records.
Stakeholder Management
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Act as a point of contact between project teams, vendors, and stakeholders.
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Communicate updates, risks, and dependencies effectively.
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Escalate issues to senior project managers when required.
Monitoring & Reporting
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Maintain dashboards and trackers for project KPIs and milestones.
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Provide regular status reports to management.
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Identify bottlenecks and propose corrective actions.
Go-Live Support
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Assist in coordinating testing, user training, and deployment activities.
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Ensure readiness checklists are completed before go-live.
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Support post-implementation reviews and feedback collection.
Requirement Gathering – Collect inputs from stakeholders, document functional and technical requirements.
Planning & Scheduling – Support project managers in preparing timelines, resource allocation, and deliverable tracking.
Execution Support – Monitor task completion, coordinate dependencies, and ensure smooth workflow.
Documentation – Prepare and review project documents, ensuring compliance with standards.
Communication – Facilitate clear communication between stakeholders, vendors, and internal teams.
Risk & Issue Tracking – Maintain logs of risks/issues and follow up on resolution.
Testing & Deployment – Support UAT, coordinate deployment activities, and assist in go-live readiness.
Post-Go-Live Activities – Collect feedback, prepare closure reports, and document lessons learned.
Technical & Analytical Skills
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Basic understanding of project management methodologies (Agile, Waterfall).
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Proficiency in MS Office (Excel, Word, PowerPoint) and project management tools (Smartsheet).
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Ability to prepare dashboards, trackers, and reports.
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Strong documentation and analytical skills.
Click on Apply to know more.