Publications Coordinator

Omnicom Health; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading health communications agency is seeking an organized professional to support the delivery of publication plans and manage administrative aspects of publication projects. The role involves tracking progress, assisting with submissions, and coordinating with clients and authors. Ideal candidates will have experience in medical communications and knowledge of publication planning processes. Strong skills in Microsoft Office and various management systems are a must. This position offers a dynamic work environment and opportunities for professional growth.

Qualifications

• Prior administrative, project and database management experience within medical communications is desirable.
• Knowledge of publications planning process desirable.

Responsibilities

• Support the efficient and compliant delivery of publication plans.
• Monitor and track the progress of submitted publications.
• Assist in the submission of all publication types.
• Coordinate production and distribution of print items.
• Maintain submission trackers for congress abstracts.

Skills

Knowledge in Microsoft Office Suite

System knowledge e.g., Datavision, Zinc, Veeva

Liaising with clients and external experts

Job description

At Omnicom Health Medical Communications (OHMC), we give science a story to tell. As a global leader in publications, medical affairs, regulatory consultation, and AOR medical communications, we boldly define the journey from molecule to market for pharmaceutical and biotech clients. Our agency is powered by the convergence of highly skilled people, a higher purpose, and the nexus of science and technology innovation.

We support 150+ transformational medicines across pharma, biotech, and healthcare. From early‑stage discovery through commercialization, Omnicom Health Medical Communications partners with the medical communications community across the lifecycle of their assets—supercharging their science to engage and reach healthcare professionals.

Job Summary

• Support and drive the efficient and compliant delivery of publication plans by assisting with all non-content aspects of publication account delivery.
• Proactively meet the needs of our clients and their external experts.

Job Duties/Responsibilities

Publication Delivery

• Understand and work within the client’s delivery and compliance process in the delivery of publication projects to ensure no steps are missed.
• Maintain timelines and support client and internal team through review processes.
• Monitor and track the progress of submitted publications and maintain publication plan databases.
• Assist in the submission of all publication types, perform dummy submissions to ascertain submission requirements, assist with the collection of author disclosures and any other submission documentation required. Obtain permission from authors or other copyright holders to reuse previously published material.
• Coordinate and follow up on client and author comments if required.
• Coordinate production and distribution of print items, data packs, etc.

Account Coordination

• Assist in the preparations for offsite meetings, e.g. packing and shipping of printed materials, preparation of onsite packs, equipment requisition.
• Undertake desk research for information, including but not limited to, meetings, journals, publications, and external experts.
• Maintain submission trackers for congress abstracts.
• Set up and maintain administration files for the account (e.g. SharePoint folders).
• Set up internal account team meetings and assist with arrangements for external meetings (e.g. telecons/face-to-face meetings with clients or KEEs).
• Order and file copies of published papers. Add references to the reference database, perform routine maintenance tasks as required, and make a note of any external cost with the AM/SAM/AD.
• Alert the account lead if the client publication delivery process deviates from the framework agreement or client process.
• Support in developing compliance review documentation, e.g., background information on opinion leaders or debarment checks, for submission to a formal client review system.
• Provide administrative support for business development activities as required.
• Assist in the maintenance of account-related resourcing tools.
• Support with other administrative duties as required.

Experience

• Prior administrative, project and database management experience gained within medical communications is desirable.
• Knowledge of publications planning process desirable.

Knowledge & Skills

• Knowledge in Microsoft Office Suite (Outlook, Excel, Word).
• System knowledge e.g., Datavision, Zinc, Veeva.
• Develop an understanding of the pharmaceutical industry and the relationship between agencies and clients.
• Become familiar with industry guidelines and best practices.
• Develop knowledge of the publications planning process.
• With support from senior Client Services colleagues, develop competence in liaising with clients, external experts, and third parties while demonstrating professional and appropriate verbal and written communication.