Publications Specialist / Coordinator

job summary:
We have an exciting opportunity for a Publications Specialist at an award-winning, best-in-class, in-house creative agency at a major pharma company. This full-service agency produces digital, video, augmented/virtual reality, and print assets and is consistently rated better than both similar in-house agencies and external competitors-overall and with respect to innovation, execution, and client support.

We are seeking a Publications Specialist with a Medical Communications background to provide submission and stakeholder coordination support for the agency's publications workstream. The Publications Specialist will be responsible for ensuring content is formatted to journal specifications and meeting submission deadlines for scientific presentations and publications. This is a midlevel specialist role with operational ownership for publication submissions, timelines, and compliance, requiring independent coordination across cross functional stakeholders. Our ideal candidate has at least two years of experience working within Medical Communications - agency experience preferred.

location: Whitehouse Station, New Jersey
job type: Contract
salary: $40 - 45 per hour
work hours: 9 to 5
education: Bachelors

responsibilities:

• Client-facing communication skills with the ability to lead calls related to submissions, in addition to providing appropriate meeting correspondence.
• Serve as a client liaison in collaboration with other internal agency team members.
• Review galley proofs for recently accepted manuscripts, in conjunction with the medical writer.
• Ensure compliance with current Good Publication Practice (GPP) guidelines, and CONSORT guidelines, with working knowledge of Sunshine Act requirements.
• Verify that author affiliations, disclosures, and acknowledgements are in place and correct.
• May interact with internal and external investigators/authors for the collection of required forms (e.g., COI).
• May assist with providing closeout documentation to account management upon project completion. Ensure publication and presentation tracking information and supporting documentation are accurate, up to date, and compliant.
• Communicate and confirm scoped hours for agency team members; monitor project budgets and proactively flag risks and required escalations.
• Establish regular communication touch points with team leads to review projects and address any issues.
• Develop detailed timelines and monitor scope adherence; identify and escalate potential scope creep. Provide insight into project financial health in collaboration with project management and support proactive management of approved scope changes.
• Ensure Workfront project data is complete and up to date.
• Manage status and communication in MS Teams and Workfront.
• Communicate team capacity and resource needs, document and escalate risks, and assist with at-risk projects.
• Work closely with the medical writing, scientific designers, editorial and account teams.
• Work closely with account management to align roles and expectations and manage and oversee project workflows to ensure seamless progression from initiation to completion.
• Maintain comprehensive project documentation, including timelines and correspondence, in designated agency repositories.

qualifications:
Education:

• BS (or BA plus experience in a scientific discipline or clinical research) required.
• 2+ years' experience in medical communications, preclinical, or clinical research environment
• CMPP certified.

Required Experience & Skills

• Medical communications agency/pharmaceutical experience.
• Ability to work in a fast-paced environment, manage multiple projects with competing timelines, and communicate effectively in a matrix environment.
• Working operational knowledge of pharmaceutical company SOPs and Good Publication Practice protocols.
• Experience with established professional medical editorial processes (e.g., AMA style) and ethical guidelines (e.g., ICMJE, current GPP).
• Experience with Adobe Workfront is REQUIRED
• Candidates must have 2 or more years of relevant job experience with medical publications, including manuscripts, posters, abstracts, podium presentations, scientific platforms, and publication extenders.
• Proficiency in MS Word, Power Point, Excel, publication management, and Datavision.
• Familiarity with journal/congress formatting requirements and submission process.

#LI-JW1

skills: Project Management, Medical Publications, Publication Planning and Strategy


Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [email protected].


Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).


This posting is open for thirty (30) days.

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