Nonclinical Document Management & Workflow Support Specialist

System One; South San Francisco (CA); On-site; USD 62,000 - 69,000; Part time

Job summary

System One in South San Francisco, CA seeks a Technical Regulatory Documentation Specialist to support nonclinical document lifecycle management for regulatory submissions. This contract onsite role requires editing, data entry, and coordinating with Submission Managers to ensure timely, compliant deliverables.

The ideal candidate has a science-related degree, 3+ years in editing or document management, and strong MS Word skills, with experience in drug development regulatory workflows and

Qualifications

• B.A./B.S. degree in English, science, communications, liberal arts, or a health-related field.
• Minimum of 3 years of scientific editing, writing, or document management experience.
• Knowledge of the drug development process and regulatory submissions.
• Strong project management and organizational skills.
• Ability to anticipate and solve issues impacting timelines.
• Experience leveraging AI-augmented tools and automation to streamline documentation workflows.
• Proficiency with MS Word.

Responsibilities

• Provide essential support for document lifecycle management, data entry, and workflow coordination for nonclinical documents supporting regulatory submissions.
• Ensure document accuracy, maintain organized digital libraries, and collaborate across functional groups.
• Work closely with Submission Managers and serve as a resource to project and submission teams to ensure timely delivery of high-quality, compliant documents meeting global regulatory standards.
• Build familiarity with internal processes, tools, and document management systems, seeking guidance from experienced submission managers as needed.
• Transfer and manage documents across digital libraries and folder structures.
• Accurately capture, identify, and apply metadata to files and system records.
• Publish finalized documents and reports within the document management system.
• Perform quality control and verification of documents to ensure readiness standards.
• Format, edit, and track nonclinical documents applying editorial standards and templates for accuracy and consistency.
• Retrieve missing information by searching archives and data sources.
• Initiate document records within tracking systems and match documents to project plans.
• Assess and develop timelines for document deliverables, supporting authors by tracking completion.
• Coordinate document hand-offs and review cycles among subject matter experts, authors, publishing teams, and stakeholders in Development Sciences, Regulatory Affairs, and others.
• Identify problems with documents or submissions and develop solutions with the team.
• Maintain internal team websites or portals and create/update content to keep information current.
• Serve as an editorial contact and communicate documentation processes to team members and stakeholders.

Education

B.A./B.S. degree in English, science, communications, liberal arts, or a health-related field

3+ years of scientific editing, writing, or document management experience

Strong written and verbal communication

Project management

Attention to detail

Experience with AI-augmented tools

Tools

MS Word

Job description

Job Title: Technical Regulatory Documentation Specialist
Location: South San Francisco, CA
Type: Contract
Compensation: $45-50/hr
Work Model: Onsite

Responsibilities

• Provide essential support for document lifecycle management, data entry, and workflow coordination for nonclinical documents supporting various regulatory submission types.
• Ensure document accuracy, maintain organized digital libraries, and collaborate across functional groups.
• Work closely with Submission Managers and serve as a resource to project and submission teams (such as Pharmacology Subteams) to ensure the timely delivery of high-quality, compliant documents that meet global regulatory standards.
• Build familiarity with internal processes, tools, and document management systems, seeking guidance from experienced submission managers as needed.
• Transfer and manage documents across various digital libraries and folder structures.
• Accurately capture, identify, and apply metadata to files and system records.
• Publish finalized documents and reports within the document management system.
• Perform quality control (QC) and verification of documents to ensure they meet readiness standards.
• Format, edit, and track nonclinical documents (e.g., nonclinical study reports, GLP statements, CRO reports, IND/BLA summaries), applying established editorial standards and templates to ensure accuracy, completeness, and internal consistency.
• Retrieve missing information by searching through historical archives and tracking down data.
• Initiate document records within the tracking and document management systems.
• Enter system data and accurately match documents to broader project plans.
• Assess and develop timelines for document deliverables, supporting authors by tracking the completion of documents.
• Manage collaborations by coordinating document hand-offs and review cycles between subject matter experts, authors, publishing teams, and stakeholders in Development Sciences, Regulatory Affairs, and other functions.
• Identify problems with documents or submissions and collaborate with the team to develop effective solutions.
• Manage and maintain internal team websites or portals.
• Create new content and perform routine updates to ensure information remains current.
• Serve as an editorial contact and communicate documentation processes to team members and stakeholders.

Requirements

• B.A./B.S. degree in English, science, communications, liberal arts, or a health-related field.
• Minimum of 3 years of scientific editing, writing, or document management experience.
• Knowledge of the drug development process and regulatory submissions is mandatory.
• Strong project management and organizational skills are mandatory.
• Ability to anticipate and solve issues impacting timelines.
• Ability to work concurrently on multiple projects, meet aggressive deadlines, and contribute effectively in a fast-paced, highly collaborative team environment.
• Strong written and verbal communication, solutions-focused mindset.
• High attention to detail to prevent inaccurate or substandard documents that could lead to submission corrections or delays.
• Experience leveraging AI-augmented tools and automation to streamline documentation workflows and enhance overall efficiency is preferred.
• Proficiency with MS Word.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.