Basic Information

Location
VA Norfolk 500 East Main St
Posted Date
20-Oct-2021
Department
Digital Studio
Agency
Studio RX New York
Job Code
105525
Job Type
Regular

Job Description

 

JOB SUMMARY

 
Comments

The Associate Director, Operations promotes operational consistency across the FCB Health Network. They have 7+ years of healthcare agency experience in an operational or production level role. They provide support and train staff on tools and processes that keep our agencies running smoothly by working hand-in-hand with Integrated Production, UX, Print Production, Print Studio, Technology, QA, Editorial, and associated project teams. They are the owner of agency process documentation, and oversee monthly new-hire process onboarding.

They ensure a transparent and efficient resourcing model is in place to maximize utilization of staff and keep freelance costs to a minimum. They are the point person for coordination of Integrated Production resourcing at FCB Health, in partnership with department leads. They assign resources for pitches, new business, pro-bono, and associated non-brand requests.

The Associate Director, Operations manages the Regulatory Operations team at FCB Health. They ensure the Regulatory Operations team takes ownership of all MLR submission platforms, including associated compliance training and certification, tagging and linking, reference management, and client-side MLR contact relationship. They also manage the Operations Producers, ensuring there is additional production support for the IP department during busy phases.

 

 

ESSENTIAL FUNCTIONS
 

Process Management

Introduce new processes and technologies that are essential to or efficient for the business

Team Management

Provide a day-to-day guidance and oversight of all projects for the team

Submissions

Work with brand teams to assist in preparation of submissions, tag and link submissions, and formally upload submission into client-side systems.

Compliance

Tag and link references in Vault, Tempo, Zinc, eMAP/oMAP, and other client-specific systems as part of project submission

Cross-functional Collaboration

Partner with internal functions to develop and execute scopes of projects, including estimates and timelines, successfully and efficiently

Resource Managmeent

Understand capabilities and interests of resources to factor into staffing decisions. Ensure communication of all available resources. Monitor and manage the staffing resources to be delegated efficiently for internal functions.

Leadership

Foster a positive team atmosphere and establish credibility both internally and externally

 

JOB DUTIES & RESPONSIBILITIES

 
Comments

• Central point for all Workfront-related communication to the FCB Health network, including all Workfront product updates, releases, and feedback.
• Coordinates all Workfront custom development, including custom reporting.
• Responsible for all internal agency documentation related to Workfront, as well as all training and onboarding materials for producers and operational teams.
• Evolve operational processes and workflow documentation.
• Manage a team of Regulatory Coordinators, including a supervisor and one or more managers.
• Manage a team of Operations Producers, whom support Integrated Production needs outside of normal business hours.
• Coordinate with Director of Integrated Production on team performance management, promotions, new hires, and departmental policies.
• Attend recurring Workfront meetings with Workfront client management contacts, as well as FCB leads.
• Evaluate all externally proposed Workfront features, operational changes, and modifications, assemble agency POV, and communicate to Workfront personnel and FCO leads.
• Summarize and communicate relevant Workfront updates to FCB Health offices. Extract, review, and consolidate feedback from FCB Health network stakeholders, and communicate feedback as part of Agency POV.
• Attend weekly new business meetings and assign Producers to new business projects. Liaise with new business coordinators to ensure pitch needs are being managed appropriately.
• Manage Workfront Proof access, team challenges, training, and workflow efficiencies.
• Demonstrates ability to set priorities while handling multiple agency requests.
• Keep senior management briefed on activities and developments within Agency Operations.
• Create and maintain team distribution lists.
• New hire training – facilitate, oversee, and maintain documentation for all agency Workfront Proof, WorkFront, and related resource training), new hire set-up (Inc. BT Conferencing Numbers and devices), seating, buddies, etc.

 

 

EDUCATION

DEGREE/DIPLOMA

AREA OF STUDY

REQUIRED/PREFERRED

 

Bachelors

 

Required

Certification

PMI/SixSigma

or equivalent combination of work experience and education

 

LICENSES & CERTIFICATIONS
 

 

EXPERIENCE

MIN EXPERIENCE

AREA OF EXPERIENCE

REQUIRED/PREFERRED

 

7 years

Operations role

Required

4 years

Pharmaceutical Advertising

Required

2 years

Managing Performance and Progress of Junior Producers

Required

 

KNOWLEDGE & SKILLS
 

Microsoft Office

Proficiency in Microsoft Word, Excel, PowerPoint

Microsoft Project

Proficiency in Microsoft Project

WorkFront

WorkFront

Project Management Tools

Demonstrates proficiency with Workfront, Basecamp, Jira, etc., to help define resource allocations within network.

 

 


 

-
EDUCATION

DEGREE/DIPLOMA

AREA OF STUDY

REQUIRED/PREFERRED

 

Bachelors

 

Required

Certification

PMI/SixSigma

or equivalent combination of work experience and education

 

LICENSES & CERTIFICATIONS
 

 

EXPERIENCE

MIN EXPERIENCE

AREA OF EXPERIENCE

REQUIRED/PREFERRED

 

7 years

Operations role

Required

4 years

Pharmaceutical Advertising

Required

2 years

Managing Performance and Progress of Junior Producers

Required

 

KNOWLEDGE & SKILLS
 

Microsoft Office

Proficiency in Microsoft Word, Excel, PowerPoint

Microsoft Project

Proficiency in Microsoft Project

WorkFront

WorkFront

Project Management Tools

Demonstrates proficiency with Workfront, Basecamp, Jira, etc., to help define resource allocations within network.

 

COMPETENCIES
 

Multitasking

Effectively handle large volume of multiple projects or tasks and manage deadlines in a fast paced environment

People Management

Coaches to develop their capabilities beyond their job duties

Communication

Is attentive and shows interest in the subject; Expresses ideas clearly and accurately

Leadership

Shows the ability to communicate a vision or goal to others and lead them towards achieving it; Pushes for action and results, and wins the support and help of others

 

OTHER INFORMATION

 
Comments
 
 

 

STATEMENT OF UNDERSTANDING

 

We are providing you with this job description as a guideline for your role. Based on your team, your role may vary slightly and you may perform other duties or have other responsibilities that are dictated by business needs. However, if you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.

In addition, this job description is not intended to include modifications consistent with providing reasonable accommodation for a disability.