Publication Coordinator

The Publication Coordinator will work closely with Publication Managers, agency partners, and internal and external stakeholders to support the planning, coordination, tracking, and reporting of scientific publications and related deliverables.

This role supports the Scientific Communications & Information Sciences (SCIS) Department by maintaining publication records, coordinating project updates, managing documentation, supporting budgets, and facilitating communication across publication teams.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects and competing deadlines while ensuring accuracy, compliance, and timely completion of deliverables.

Key Responsibilities

Meeting & Publication Planning Support

• Attend monthly publication team meetings, take detailed notes, and prepare meeting summaries.

• Proactively update publication meeting agendas and follow up with team members to obtain project updates before meetings.

• Assist Publication Managers in developing, updating, and maintaining publication planning presentations and slide decks.

• Support additional publication planning and coordination activities as needed.

Scientific Congress Support

• Assist with congress planning activities, including developing and maintaining presentation trackers, coordinating document circulation, archiving final materials, and supporting QR code processes.

• Support the development of congress compendia for major scientific conferences.

• Assist with abstract planning presentations and study statement slides.

• Prepare ad hoc presentation materials, including post-congress activity and metrics slides.

• Update slide repositories following the completion of congress presentations.

• Provide additional congress-related administrative and project coordination support as assigned.

Publication Review, Tracking & Reporting

• Coordinate document flow between internal stakeholders, external service providers, and agency partners.

• Support joint venture and collaborative partner reviews, clearance processes, and independent manuscript reviews.

• Track and report on internal and external publication projects, including those involving:

  • Academic research organizations

  • Cooperative research groups

  • Joint ventures and collaborative partners

  • Independent study initiatives

• Maintain accurate journal and congress listings to support publication planning, tracking, and reporting.

• Monitor publication timelines, project updates, and deliverables to support timely completion.

Publication Systems & Records Management

• Create, update, maintain, and reconcile publication records within Datavision, a publication management platform.

• Manage publication status updates, document uploads, quarterly record maintenance, and reporting through final publication.

• Maintain accurate publication databases, documentation repositories, and archives.

• Support publication compliance activities and ensure records meet established company standards.

Budget, Contracting & Administrative Support

• Assist with medical communications agency contracting and budget tracking.

• Coordinate reference requests, bibliography management, and delivery of study data packages or protocol documents.

• Support quarterly record reconciliation and other administrative reporting activities.

• Assist Publication Managers with additional project coordination and operational requests.

Microsoft Teams & Stakeholder Communication

• Develop and maintain Microsoft Teams sites and channels for assigned therapeutic areas.

• Manage Teams access requests and ensure appropriate organization of shared materials.

• Communicate proactively with Publication Managers, agency partners, and internal and external stakeholders.

• Follow up on outstanding deliverables, project updates, and documentation requests to ensure publication activities remain on schedule.

Required Qualifications

Education & Experience

• Bachelor's degree (BS or BA) required.

• 1–2 years of professional experience.

• Experience in medical communications, scientific affairs, scientific research, or knowledge management preferred.