Job Details

Role: Learning Coordinator, WW Commercialization Learning - Center of Excellence (CoE) & WW Medical Learning (WWML)
Location: Lawrence Township, NJ 08648
Hybrid; 50% onsite
Duration: 12 months

Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.

Must Haves:

• 5+ years project coordination
• Proficiency in Microsoft 365 required. Proficiency in Workday and Concur is highly preferred.
• Budget, contracts, vendor management
• Strong interpersonal skills
• Organization and time management

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: Associate's 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 (Nice to Have)

• Bachelor's 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.