Operations Manager, Global Scientific Publications

Allergan; Irvine (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

AbbVie in Irvine, CA, is seeking a Senior Specialist, Publication Operations to provide operational support to the Global Scientific Publications (GSP) team, including poster logistics, QR codes, calendars and end-to-end vendor management.

The role manages contracts, budget tracking, compliant documentation, and liaison with Outsourcing, Purchasing, GMO and Finance to ensure timely, accurate publication operations.

Qualifications

• BA/BS degree in Science, Healthcare, Business, or Project Management.
• At least 2 years of experience in data entry, clerical, document specialist, or reconciliation roles.
• 4+ years in Project/Process Management, Publications Management, Medical/technical writing, Datavision software, or Compliance preferred.
• Must be highly detail-oriented with strong organizational and communication skills.
• Ability to manage multiple projects and meet deadlines with senior stakeholders.
• Proficient with Microsoft Office suite and SharePoint.

Responsibilities

• Support all vendor and contracts for GSP (creation, tracking, billing).
• Train vendors on policies and procedures and maintain vendor relationships.
• Perform invoice analysis and budgetary reconciliation across GSP.
• Facilitate data interpretation and identify cost savings and adjustments in LBE meetings.
• Compile data and reports and prepare routine/ad hoc reports for financial tracking.
• Create yearly congress calendars and trackers; manage QR codes for posters and printing/shipping.

Skills

Detail oriented

Organizational skills

Communication skills

Problem solving

Multitasking

Team collaboration

Education

BA/BS degree

Tools

Microsoft Office

SharePoint

Datavision software

Job description

Company Description

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on peoples lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, Xand YouTube.

Job Description

The Senior Specialist, Publication Operations is responsible for providing operational support and expertise to the Global Scientific Publications (GSP) Team. 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), 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.

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)
• 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.

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.
• 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.
• 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.

Additional Information

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state orlocal law:

• The compensation range described below is the range of possible base pay compensation that the Companybelieves ingood faith it will pay for this role at thetimeofthis posting based on the job grade for this position.Individualcompensation paid within this range will depend on many factors including geographiclocation,andwemayultimatelypaymore or less than the posted range. This range may bemodifiedin thefuture.
• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick),medical/dental/visioninsurance and 401(k) to eligibleemployees.
• This job is eligible toparticipatein our short-term incentiveprograms.

Note: No amount of payis considered to bewages or compensation until such amount is earned, vested, anddeterminable.Theamountandavailabilityof anybonus,commission, incentive, benefits, or any other form ofcompensation and benefitsthat are allocable to a particular employeeremainsin the Company'ssoleandabsolutediscretion unless and until paid andmay bemodifiedat the Company’s sole and absolute discretion, consistent withapplicable law.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html