Learning Coordinator

Job Title: Project Coordinator - Learning Coordinator WW Commercialization Learning - Center of Excellence (CoE) & WW Medical Learning (WWML)

Location : Lawrenceville NJ 50% Onsite

Duration : 12 Months

Shift : Mon-Fri 8am-5pm

Summary

Enable operational excellence across the WW Commercialization Learning CoE and WW Medical Learning (WWML) by orchestrating the people processes vendors budgets and events that underpin a scalable data driven learning operation. This role requires high discretion strong interpersonal skills and a collaborative service oriented mindset.

Impact & Outcomes

• Operational Reliability: Learning programs town halls and field communications consistently delivered on time on budget and to standard.
• Financial Rigor: Budgets reconciled to cadence with minimal variances transparent dashboards and compliant contract workflows.
• Stakeholder Experience: Clear agendas well run meetings and responsive support that strengthens trust with global partners and vendors.
• Scalability: Clean systems (Teams/SharePoint/DLs) and repeatable processes (scorecards templates trainings) that scale across regions and teams.

Key Responsibilities & Time Allocation (approximate)

1. Budget Contracts & Vendor Management - 40%
   Track analyze and report budgets; reconcile expenditures and month end variances.
   Process SOWs MSAs POs renewals; collaborate closely with Finance and Procurement.
   Maintain dashboards and scorecards support Compass planning cycles.
   Coordinate process and tool trainings to uplift vendor and internal compliance.
2. Calendar & Meeting Management - 10%
   Schedule and coordinate leadership/extended team meetings and quarterly 1:1s.
   Own agendas notes logistics and conflict resolution; set up webinars/town halls.
3. Event & Live Meeting Management - 10%
   Lead logistics for training programs and town halls (venue catering invitations readiness onsite support).
   Prepare participant materials handouts and onsite packs.
4. HR & On/Off Boarding (CoE only) 10%
   Coordinate Workday actions headcount trackers access provisioning/deprovisioning.
   Deliver structured day one ready onboarding and clean exit deprovisioning.
5. DL & Teams Management (CoE & WWML) 5%
   Maintain distribution lists Teams spaces and SharePoint repositories.
   Ensure accurate storage version control and accessibility of CoE records.
6. Stakeholder Engagement (CoE only) 5%
   Prepare and lead working sessions; collect feedback; nurture vendor/partner relationships.
7. Travel & Expense Management (CoE Senior Director only) - 5%
   Coordinate travel bookings receipts Concur expense submissions and visa applications.
   Support visitor registrations and onsite logistics.
8. General Administration (CoE only) 5%
   Draft internal announcements; track awards/accomplishments.
   Manage shared mailbox and team calendar with timely clear responses.
9. Team Communications (CoE only) < 5%
   Create internal/external correspondence and presentation materials; distribute field/stakeholder communications.
10. Congress Attendance Management (WWML) 5%
    Liaise with Congress Excellence; maintain attendee lists; manage registrations and WBS code allocations.

Qualifications

• Experience: 5 years of project coordination/administration supporting complex cross functional teams (learning commercial medical or similar). Proven ability to work with limited supervision and handle confidential information.
• Education: Associates degree (or equivalent experience).
• Tools: Proficiency in Microsoft 365 (Outlook Teams SharePoint Excel PowerPoint); expense tools (e.g. Concur); HR/process systems (e.g. Workday).
• Skills: Strong interpersonal and stakeholder management; organization and time management; vendor and budget process literacy; clear written communication; attention to detail.

Preferred Skills and Qualifications:

• Bachelors degree or relevant certification (e.g. PMI CAPM event management or financial operations).
• Experience with Power BI or dashboarding tools; Smartsheet or equivalent project trackers.
• Familiarity with WBS procurement workflows and compliance driven environments (life sciences/medical a plus).

Key Competencies & Behaviors

• Accountable Team Player: Service oriented responsive and reliable under pressure.
• High Integrity & Discretion: Trusted to handle sensitive materials and executive information.
• Executional Excellence: Proactive planning meticulous follow through and continuous improvement mindset (dashboards scorecards process training).
• Communication & Influence: Clear concise messaging; ability to collaborate across global cross functional stakeholders.
• Adaptability: Thrives in fast paced environments with shifting priorities and timelines.