Job Title: Project Manager (Remote)
Length of assignment: 1 year to start
Job Description:
The Publication Manager II is responsible for providing operational support and expertise to the Global Scientific Publications (GSP) Team.
Responsible for the project management of publication documents (including but not limited to encore abstracts/posters/slide presentations from original congress abstract submissions and presentations). This also includes ensuring adherence to all applicable policies, processes, procedures and appropriate documentation and maintenance of publication project records in Datavision.
This is an
operational-focused role supporting the
Global Scientific Publications (GSP) team. Experience in publications is not a key requirement; the focus is on
project management. Must be willing to
work with teams across different time zones, including Brazil, China, and the US.
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)
3) Management and processing of Encore publications.
4) Core responsibilities include
vendor management,
budgeting, and
email communication. The position involves working in a
large matrix environment.
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.
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.
- The candidate will need to be flexible for early morning meetings (6:30 AM Pacific) or evening meetings (5-7 PM Pacific) as needed.
- 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.
- Process oriented, be able to manage multiple projects concurrently, and continually reassess priority of simultaneous projects/deadlines.
- Comfortable with new tools such as InVision and Smartsheet.
- 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.
Responsibilities:
- Support all vendor and contracts for GSP (creation, tracking, billing) accountable to be accurate for monthly budget forecast
- Trains vendors on policies and procedures AND maintains relationships with vendors (Health checkup, billing timelines, record completion)
- Performs invoice analysis and budgetary reconciliation across GSP.
- Facilitates interpretation and understanding of data. Identifies issues, cost savings and adjustments through LBE meetings.
- Compiles 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.
- Creates yearly congress calendars and trackers AND creates and manages QR codes for scientific posters (also facilitates printing and shipping of posters)
- Facilitates Encore Abstract and Poster process AND adjusts original abstract content to encore content (use of A.I. to reduce word count)
- Coordinate with Publication Team Leads to ensure vetted encore publications are planned, tracked in Datavision, and adhere to established SOPs and timelines.
- For encores of original congress publications, ensure that the encore submissions and presentations adhere to encore congress requirements and criteria.
- Maintain SharePoint sites and publication repository updates
- Liaise with affiliates on publications status and update plan or trackers (e.g., vetting of affiliate additions; IITs/IISs)
- May support routing of IIS, PAA, LP, and other publications through publication system for 1070 approval.
- Interacts 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.
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Spectraforce Technologies
Jan 09, 2025