Senior Specialist, Publication Operations

Allergan; Chicago (IL); On-site; USD 75,000 - 95,000; Full time

Job summary

AbbVie, a global biopharmaceutical company, seeks a Senior Specialist in Publication Operations to support GSP activities for conferences, poster logistics, and vendor management. You will oversee contract spend, compliance docs, and cross-functional liaising with Outsourcing, GMO, and Finance to ensure timely and accurate processes.

The role requires 2+ years in related data entry or reconciliation and 4+ years in publications or project management, with strong MS Office and SharePoint skills.

Qualifications

• BA/BS in science, healthcare, business, or project management.
• 2+ years in data entry, clerical, document specialist, or reconciliation.
• 4+ years in project/publications management, medical/writing, or compliance.
• Strong organizational and written/oral communication skills.
• Detail-oriented with ability to manage multiple projects and deadlines.
• Proficient in MS Office, SharePoint and online databases.

Responsibilities

• Support vendor and contracts for GSP, including creation, tracking and billing.
• Train vendors on policies and maintain relationships (billing timelines, record completion).
• Perform invoice analysis and budget reconciliation across GSP.
• Interpret data, identify issues, and highlight cost savings and adjustments.
• Compile data and reports and prepare routine/ad hoc KPI reports.
• Create annual congress calendars and QR codes; manage printing/shipping of posters.
• Route publications through systems for approvals and liaise with internal teams.

Skills

Vendor management

Budget reconciliation

Data analysis

Communication

Education

BA/BS

Tools

Microsoft Office

SharePoint

Datavision

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 people's 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, X and 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 or local law:

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.
• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.
• This job is eligible to participate in our short-term incentive programs.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employer remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable 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