Associate Program Manager

Job ID 2022-3827

Program Management Newark, New Jersey United States


Position at WebMD

Medscape, a division of WebMD, develops and hosts physician portals and related mobile applications that make it easier for physicians and healthcare professionals to access clinical reference sources, stay abreast of the latest clinical information, learn about new treatment options, earn continuing medical education credits and communicate with peers.

WebMD is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, gender identity, national origin, medical condition, disability, veterans status, or any other basis protected by law.

Job Description:

  • Manage short (several months) and long-term (up to a year) projects and/or tasks involving multiple team members representing different departments based across multiple time zones
  • Use our web-based project management tool to ensure development processes are followed and projects are on time and within budget and specification
  • Manage project initiation, planning and status meetings and send ongoing communications to the project team and outside partners related to program goals and status
  • Coordinate meeting material development, logistics and provide onsite management assistance for content presented live or captured in a video studio
  • Communicate potential project delays and accelerations and work with Team Lead to overcome issues
  • Track project-related expenses and support invoice payment processing
  • Serve as point of contact for external partners/vendors to provide materials necessary to perform their project-related tasks
  • Responsible for faculty Recruitment
  • Create writer and physician service requests and act as a proxy for payments
  • Accurately indicate task status for all assigned projects in our project management tool
  • Populate and manage all aspects of completing Independent Contractors Agreements (ICA), Statement of Works (SOW), and other necessary documents (W-9’s, disclosures, etc.) for all external content-development resources (physicians, medical writers, etc.) involved in our programs
  • Collaborate with internal attorneys to facilitate the resolution of contract edits/requested changes
  • Manage all aspects of payment processing (payment setup and approvals) for all external content-development resources using our payment processing and expense tracking systems
  • Coordinate the storage and flow of all documents per standard guidelines, policies and procedures as well as maintain filed folders to keep projects moving
  • Assign Workfront projects and tasks accordingly; ensuring data and timeline template accuracy
  • Create project folders to store project documents for new projects
  • Support Project team with administrative duties to ensure on-time publishing of all programs
  • Create and/or manage ad-hoc Workfront reports as assigned/needed to ensure seamless project management for the department
  • Maintain friendly and productive relationships with internal and external stakeholders through clear articulation and an effective communication style


  • Bachelor Degree required; PMI certification a plus
  • Minimum of two years’ project and process management experience required; within the publishing, internet technologies, healthcare or medical education environment a plus
  • Experience with continuing medical education materials a plus
  • High professionalism, ability to work independently, and easy rapport in building collaborative work relationship
  • Outstanding time management and organizational skills and possess an eye for details
  • Excellent verbal communication, writing, and grammar skills
  • Excellent computer skills that includes working remotely on shared networks and cloud-based systems
  • A high degree of proficiency using Microsoft Office suite and G-Suite required; and experience with web-based document sharing sites (such as SharePointand project management tools (such as Workfront)
  • This is a full-time, in-office position, candidate must live within commuting distance to New York City
  • MS Product Suite (Excel, Word, PowerPoint, and Outlook)
  • Ability to efficiently coordinate and work on multiple tasks simultaneously in a highly deadline-driven environment
  • Ability and desire to meet project, task, and/or assignment deadlines
  • Ability to work independently, and in group setting
  • Self-motivated, positive attitude, and very high energy with a willingness to accept varied assignments
  • Extreme focus on accuracy, attention to detail and consistency of work