Senior Specialist, Publication Operations

About the role

The Senior Specialist, Publication Operations is responsible for providing operational support and expertise to the Global Scientific Publications (GSP) Team. The goals of this position are 1) Provide support for GSP-Managed activities supporting scientific congresses (poster shipping & printing, QR code creation, calendar), 2) Provide end-to-end vendor management (Billing, P.O. Maintenance, Oversight). Accountabilities include compiling and managing vendor lists, providing status of contract spend and expiration, managing required documentation for compliance and liaising with Outsourcing, Purchasing, GMO and Finance as required.

Responsibilities

• Support all vendor and contracts for GSP (creation, tracking, billing) accountable to be accurate for monthly budget forecast
• Train vendors on policies and procedures AND maintains relationships with vendors (Health checkup, billing timelines, record completion)
• Perform invoice analysis and budgetary reconciliation across GSP. Facilitates interpretation and understanding of data. Identifies issues, cost savings and adjustments through LBE meetings
• Compile data and reports metrics and KPIs from a variety of sources and prepares routine and ad hoc reports in support of financial and budget tracking
• Create yearly congress calendars and trackers AND creates and manages QR codes for scientific posters (also facilitates printing and shipping of posters)
• May support routing of IIS, PAA, LP, and other publications through publication system for 1070 approval
• Interact with various levels of management and functions within organization, including but not limited to Corp Accounts Payable, Finance, Outsourcing, GMO Project Managers and all areas within GSP

Qualifications

Required Education: BA/BS; prefer focus in Science, Healthcare, Business, or Project Management

Required Experience: At least 2 years of experience in data Entry, Clerical, Document Specialist, or Reconciliation role. Prefer 4+ years relevant work experience and prefer experience/training in the following areas: Project/Process Management, Publications Management, Medical/technical writing, Datavision software, Compliance.

Skills

• Process oriented, be able to manage multiple projects concurrently, and continually reassess priority of simultaneous projects/deadlines
• Highly detail-oriented as the risk associated with making mistakes is high
• Self-directed and works well in team environment
• Possesses excellent organizational and oral/written communication skills
• Comfortable working in a collaborative and Clear & Courageous manner with senior level internal and external customers
• Comfortable working in an environment with hard deadlines that have significant consequences for being late
• Demonstrates critical thinking, recommends process improvement projects, and applies analytical and problem-solving skills through all aspects of the job
• Can discern between general vs. confidential/sensitive reporting information and act accordingly
• Proficient in Microsoft Office suite, SharePoint / database, internet tools, including electronic file storage and retrieval

Benefits

• Paid time off (vacation, holidays, sick)
• Medical/dental/vision insurance
• 401(k)
• Eligible to participate in short-term incentive programs

Pay

The compensation range is based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.