Senior Project Manager, Strategic Publication Planning

Senior Project Manager, Strategic Publication Planning

Job Summary

Senior Project Manager supports the daily activities of high-volume client communication plans. This is a hands-on, detail-orientated position that provides an excellent opportunity for growth and advancement.

Essential Duties & Responsibilities

Primary duties and responsibilities include but are not limited to:

Project Management:

• Trafficking all assigned projects between account, medical, editorial, and support services
• Executing/creating publication plan binders/slides
• Preparing submissions
• Preparing Authorship Agreements, obtaining author disclosures, and recruiting authors and faculty, as required
• Developing and managing project timelines

Compliance, Documentation and Operational Expectations:

• Providing quality and version control measures across all assigned projects
• Managing project files and folder maintenance with an emphasis on version control
• Complying with established standards, policies, and procedures related to congress and conference-related deliverables
• Performing periodic audits for project compliance
• Responding in a professional and timely manner regarding internal and external communications

Team Management:

• Preparing writer request forms
• Preparing writer packages (i.e., references, final outline, etc.)
• Accurately populating and maintaining publication tracking system (data entry, Datavision, etc.)
• Gathering information, maintaining, and updating status reports based on internal and client status meetings
• Leading internal status meetings
• Coordinating reference requests
• Requesting publication templates (i.e., editorial)
• Establishing medical and editorial priorities
• Setting up conference calls and webinars, as needed
• Creating and maintaining client and author contact databases (i.e. title, email, phone, etc.)
• Serving as client and author point of contact

Financial Management:

• Ensuring Statements of Work/Purchase Orders are in place before work begins
• Accurate and timely invoicing
• Maintaining client finance tracker on a timely basis
• Preparing and completing billing code request forms (BCRFs)
• Assigning and closing project numbers, running hours reports, communicating key information to team in a timely manner, monitoring projects to ensure all team members are assigning time correctly
• Preparing project change notices in according to corporate standards

Research Support:

• Researching relevant journal and congress databases and updating grids used by the internal and client teams for submission guidelines, deadlines, and notification dates
• Accessing journal “Instructions for Authors” and communicating findings to account lead
• Conducting research on potential authors (i.e., criteria for authorship)
• Preparing “Hot Sheets” for congresses

Account Awareness:

• Exhibiting ability to take on additional tasks as needed while maintaining consistent performance
• Exhibiting proactive problem-solving skills and offering suitable recommendations
• Consistently displaying increasing autonomous work activity and initiative
• Increased awareness of publication concepts, work products, and typical timelines with a sense of how timelines can be truncated when the circumstances demand
• Ability to transfer skills learned to new accounts/responsibilities
• Participating in client status meetings
• Monitoring project performance (time used vs. budget), identifying potential out of scope and discuss with account lead
• Assisting with reconciliation of receipts as needed
• Exhibiting ability for contingency planning
• Exhibiting ability to integrate information from multiple sources that may affect project status, and assess the impact of changes
• Assisting with client invoicing, as needed
• Demonstrating strategic ability to appropriately identify venues and/or journals
• Understanding appropriateness of different publication tactics (i.e. abstracts, posters, manuscripts) to complement account and product goals

Product Knowledge:

• Developing publication and congress maps
• Increased awareness/knowledge of client’s disease area and product
• Maintaining knowledge of client’s main congresses and journals for disease area
• Participating in internal skills development courses
• Mentoring and coaching project coordinators, as appropriate