Senior Specialist, Publication Operations

AbbVie · Irvine, CA · 1 mo ago

WritingFull-time

About the role

The Senior Specialist, Publication Operations provides operational support and expertise to the Global Scientific Publications (GSP) Team. This position supports GSP-Managed activities including scientific congresses (poster shipping and printing, QR code creation, calendar management) and provides end-to-end vendor management (billing, P.O. maintenance, oversight).

Responsibilities

Support all vendor and contracts for GSP (creation, tracking, billing), accountable for accuracy in monthly budget forecast
Train vendors on policies and procedures and maintain relationships with vendors (health checkup, billing timelines, record completion)
Perform invoice analysis and budgetary reconciliation across GSP; facilitate interpretation and understanding of data; identify issues, cost savings, and adjustments through LBE meetings
Compile data and report metrics and KPIs from a variety of sources; prepare routine and ad hoc reports in support of financial and budget tracking
Create yearly congress calendars and trackers; create and manage QR codes for scientific posters (also facilitate 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 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: Project/Process Management, Publications Management, Medical/technical writing, Datavision software, Compliance.

Skills

Process oriented; able to manage multiple projects concurrently and continually reassess priority of simultaneous projects/deadlines
Highly detail-oriented; risk associated with making mistakes is high
Self-directed and works well in team environment
Excellent organizational and oral/written communication skills
Comfortable working collaboratively and 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, applies analytical and problem-solving skills
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

Pay & benefits