Senior Specialist, Publication Operations

Quick Facts

• Role: Senior Specialist, Publication Operations

Description

The Senior Specialist, Publication Operations provides operational support and expertise to the Global Scientific Publications (GSP) team. The role supports GSP-managed congress activities (poster shipping and printing, QR code creation, and calendar setup) and performs end-to-end vendor management including billing, purchase order maintenance, spend/expiration tracking, and compliance documentation. It also analyzes invoices and budgets, builds metrics/KPIs reports, and drives process improvements.

Responsibilities

• Support vendor and contract activities for GSP: creation, tracking, and billing aligned to monthly budget forecasts
• Train vendors on policies/procedures, maintain vendor relationships, and ensure timely record completion
• Perform invoice analysis and budgetary reconciliation across GSP
• Identify issues, cost savings, and adjustments through LBE meetings
• Compile data and prepare routine and ad hoc reports to support financial and budget tracking
• Create yearly congress calendars and trackers; create/manage QR codes for scientific posters and facilitate printing/shipping
• Assist with routing of IIS, PAA, LP, and other publications through the publication system for 1070 approval as needed
• Coordinate with internal teams including Corp Accounts Payable, Finance, Outsourcing, GMO Project Managers, and other GSP stakeholders

Requirements

• BA/BS degree; preferred focus in Science, Healthcare, Business, or Project Management
• At least 2 years of experience in data entry, clerical, document specialist, or reconciliation roles (prefer 4+ years)
• Strong process orientation with ability to manage multiple projects and continually reassess priorities
• Highly detail-oriented due to high risk of errors
• Self-directed, team-oriented, and comfortable with hard deadlines
• Strong organizational and communication skills (oral and written)
• Critical thinking to recommend process improvements and apply analytical/problem-solving skills
• Ability to discern general vs. confidential/sensitive information
• Proficiency in Microsoft Office; SharePoint/database use; internet tools and electronic file storage/retrieval

Benefits

• Paid time off (vacation, holidays, sick)
• Medical/dental/vision insurance
• 401(k) to eligible employees
• Eligible for short-term incentive programs