Operation Program Specialist

ICON plc is a world-leading healthcare intelligence and clinical research organisation. From molecule to medicine, we advance clinical research providing outsourced services to pharmaceutical, biotechnology, medical device and government and public health organisations. With our patients at the centre of all that we do, we help to accelerate the development of drugs and devices that save lives and improve quality of life. Our people are our greatest strength, are at the core of our culture, and the driving force behind our success. ICON people have a mission to succeed and a passion that ensures what we do, we do well.

Support a project and/or program(s) in the development and maintenance of program management tools, documents, plans, templates as well as the creation and tracking of program headcount, metrics, training and implementation of new processes.

Tracking and Metrics

• Assist in the creation of and maintenance of project management, program management and/or functional operational management templates, documents, tracking tools and databases.
• Run reports from PRA or client systems as needed to compile, provide first level review, and monitor performance metrics.
• Support collection and monitoring of project and/or program performance utilizing metrics data.
• Support collection and presentation of information for routine project and/or program review, functional operational review and quarterly executive review.
• Support the collection and maintenance of resource workload projections for overall project /program.
• Run utilization reports.
• Assist with collection and reporting of all project/program level metrics and KPIs, for example turnover, recruitment, and training metrics.
• Track team members start and stop dates, LOAs, and changes in title.
• Complete project/program level documentation for new hires and ends.
• Maintain personnel contact list and distribute to appropriate team members.
• Track various project and program related activities and documents such as project team calendars, monitoring.
• QC finance fee schedules or invoices to ensure accuracy from an operational perspective, including: headcount, function titles and assigned bill rates.
• QC new hire ERFs for accuracy and follow up on errors. Update ERFs as necessary.

Project/Program Support

• Assist with administrative tasks as assigned by the manager.
• Support set up and maintenance of SharePoint sites as needed.
• Develop, complete, maintain and distribute PTO calendars per client requirements.
• Synchronize management’s PRA and sponsor calendars.
• Schedule meetings, set up teleconference arrangements, invite attendees, create agendas, attend meetings and produce meeting minutes.
• Assist in preparation of regional meetings and events.
• Assist with the production of newsletters.
• Maintain required program/project documentation.
• Update program/project documentation as requested, including but not limited to: Relationship Management Plan, Communication Plan, Rules of Engagement, and Escalation Plan as requested.
• Provide administrative support to regional CRAs such as sending out study related documents and site correspondence.
• Assist with the coordination of program trainings and ensure proper documentation is submitted to both sponsor and PRA training departments.

Personnel Support

• Assist with administrative tasks as assigned by the manager.
• Develop customized tracking and approval procedures for both expense reports and timesheets of staff tailored to individual clients’ requirements.
• Track employees’ PTO requests.
• Review missing timesheet report on an ongoing basis and take corrective action if employees appear on the report.
• Review training reports to ensure staff complete all training requirements.
• Perform training on timesheet and expense reporting as necessary for new hires.
• Ensure new field staff complete mandatory sponsor and PRA GCP training within the required timeframe and track receipt of the certificate of program completion, as applicable.
• Assist with the on-boarding process, including processing of project/ program specific paperwork, coordination of activities, and hand-offs to others within the department.
• Assist PRA recruiters as required with the organization of candidate interview schedules (for PRA and sponsor).
• Organize travel needs of team as requested.

• An Associate’s or Bachelor’s degree or its international equivalent in health sciences or business, from an accredited institution, or equivalent work experience to successfully complete the activities.

Benefits of Working in ICON:

Our success depends on the knowledge, capabilities and quality of our people. That’s why we are committed to developing our employees in a continuous learning culture – one where we challenge you with engaging work and where every experience adds to your professional development.

At ICON, our focus is to provide you with a comprehensive and competitive total reward package that comprises, not only an excellent level of base pay, but also a wide range of variable pay and recognition programs. In addition, our best in class employee benefits, supportive policies and wellbeing initiatives are tailored to support you and your family at all stages of your career - both now, and into the future.

ICON, including subsidiaries, is an equal opportunity and inclusive employer and is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know.