Publications Coordinator

JOB SUMMARY:

• Support and drive the efficient and compliant delivery of publication plans by assisting with all non-content aspects of publication account delivery.
• Proactively meet the needs of our clients and their external experts.

ESSENTIAL FUNCTIONS:

As per job duties/responsibilities.

JOB DUTIES / RESPONSIBILITIES:

Publication Delivery

• Understand and work within the client’s delivery and compliance process in the delivery of publication projects to ensure no steps are missed.
• Maintain timelines and support client and internal team through review processes.
• Monitor and track the progress of submitted publications and maintain publication plan databases.
• Assist in the submission of all publication types, perform dummy submissions to ascertain submission requirements, assist with the collection of author disclosures and any other submission documentation required. Obtain permission from authors or other copyright holders to reuse previously published material.
• Coordinate and follow up on client and author comments if required.
• Coordinate production and distribution of print items, data packs, etc.

Account Coordination

• Assist in the preparations for offsite meetings, e.g. packing and shipping of printed materials, preparation of onsite packs, equipment requisition.
• Undertake desk research for information, including but not limited to, meetings, journals, publications, and external experts.
• Maintain submission trackers for congress abstracts.
• Set up and maintain administration files for the account (e.g. SharePoint folders).
• Set up internal account team meetings and assist with arrangements for external meetings (e.g. telecons/face-to-face meetings with clients or KEEs).
• Order and file copies of published papers. Add references to the reference database, perform routine maintenance tasks as required, and make a note of any external cost with the AM/SAM/AD.
• Alert the account lead if the client publication delivery process deviates from the framework agreement or client process.
• Support in developing compliance review documentation, e.g., background information on opinion leaders or debarment checks, for submission to a formal client review system.
• Provide administrative support for business development activities as required.
• Assist in the maintenance of account-related resourcing tools.
• Support with other administrative duties as required.

EDUCATION:

None required.

LICENSES & CERTIFICATIONS:

None required.

EXPERIENCE:

MINIMUM EXPERIENCE

Prior administrative, project and database management experience gained within medical communications is desirable.

Knowledge of publications planning process desirable.

KNOWLEDGE & SKILLS:

• Knowledge in Microsoft Office Suite (Outlook, Excel, Word).
• System knowledge e.g., Datavision, Zinc, Veeva.
• Develop an understanding of the pharmaceutical industry and the relationship between agencies and clients.
• Become familiar with industry guidelines and best practices.
• Develop knowledge of the publications planning process.
• With support from senior Client Services colleagues, develop competence in liaising with clients, external experts, and third parties while demonstrating professional and appropriate verbal and written communication.

COMPETENCIES:

Pace and Organization

• Work at a steady pace and manage concurrent projects efficiently and accurately.
• Demonstrate the ability to prioritize and plan workload to ensure deadlines are met.

Decision-Making

• Develop the ability to make decisions independently.
• Seek support and guidance to solve problems.

Communication

• Communicate clearly, informatively, and accurately on relevant activities.
• Input into account team meetings as appropriate, alerting colleagues of potential challenges around project work and responding promptly to internal queries.

Collaboration and Knowledge Sharing

• Work collaboratively as part of the team, understanding the roles and responsibilities of other account team members and striving to be as helpful as possible to them, including offering up any available time as appropriate.

Delegation and Leadership Style

• Lead and be accountable for own work, flagging where support is required.

Development

• Demonstrate learning from project to project.
• Proactively seek feedback and help from more experienced colleagues as needed, valuing opportunities to learn and expand knowledge.
• Willing to “have a go” at any reasonable task, even without relevant prior experience.
• Take responsibility for own development and training in collaboration with line manager.