Publication Coordinator

AgileOne | Merck; Upper Gwynedd Township (Montgomery County); Hybrid; USD 55,000 - 75,000; Full time

Job summary

WorkLLama in Upper Gwynedd, PA seeks a Publication Coordinator to connect Publication Managers, medical communications partners, and stakeholders, ensuring timely, high-quality publications and congress deliverables.

The role manages project tracking, cross-functional communications, and compliance workflows within the SCIS department, with hybrid work and a focus on detail and collaboration. Proactive coordination and accurate documentation are essential.

Qualifications

• Bachelor’s degree required.
• 1–2 years in medical communications or scientific publications preferred.
• Experience with publication management software (Datavision) is a plus.

Responsibilities

• Coordinate publication planning, scheduling, and meeting summaries.
• Support congress logistics, trackers, and abstract planning.
• Manage document routing, reviews, and compliance workflows.
• Maintain Datavision records and quarterly maintenance reporting.
• Assist with budget tracking and collaboration channels.

Skills

Project management

Written communication

Interpersonal skills

Microsoft Office

Education

Bachelor's degree

Tools

Datavision

AI-enabled tools

Job description

We are seeking an organized and detail-oriented Publication Coordinator to join our Scientific Communications & Information Sciences (SCIS) department. In this dynamic role, you will serve as a vital link between Publication Managers, medical communications agency partners, and internal and external stakeholders. You will drive the seamless execution of scientific publications and congress deliverables by managing project tracking, cross-functional communications, system records, and compliance workflows—ensuring high-quality scientific outputs reach the medical community on schedule.

Responsibilities

• Meeting & Planning Support: Proactively manage monthly publication team meeting agendas, gather pre-meeting status updates, capture meeting summaries, and maintain publication planning slide decks.
• Congress Logistics & Execution: Support major conference planning by maintaining presentation trackers, managing document trafficking and QR code workflows, archiving final presentations, and developing abstract planning decks, study statement slides, and congress compendia.
• Post-Congress Reporting: Complete ad hoc presentation requests, generate post-congress metric activity slides, and update central slide repositories upon conference completion.
• Review & Document Flow: Coordinate document routing, clearance, and independent manuscript reviews across internal teams, service providers, joint ventures, and collaborative partners.
• External Project Tracking: Monitor and report on non-SCIS-led publication initiatives—including those from academic research organizations, cooperative groups, and independent studies—while maintaining up-to-date journal and congress listings.
• Publication Management Systems: Create, maintain, and reconcile records within Datavision, overseeing status updates, document posting, quarterly maintenance, and reporting through final publication.
• Operations & Budget Administration: Assist with medical communications agency contracting, budget tracking, bibliography management, reference requests, and the delivery of study data packages or protocol documents.
• Collaboration Channels & Compliance: Develop and manage therapeutic area MS Teams channels (including user access) and ensure all department documents and archives meet strict company compliance standards.

Education

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

Experience

• 1–2 years of professional experience; background in medical communications, scientific affairs, scientific research, or knowledge management is strongly preferred.
• Experience at a medical/scientific communications agency supporting publications is a plus.
• Familiarity with publication management software applications (such as Datavision) is a plus.
• Advanced interpersonal and written communication skills, with proven ability to work independently and hold accountability for deliverable quality.
• Strong project management and organizational skills to balance competing timelines and stakeholder requests.
• Proficiency in Microsoft Office applications and comfort utilizing AI and AI-enabled tools.

Additional Information

• Location: Upper Gwynedd, PA
• Work Schedule: Hybrid (3 days per week in-office)