Publications Technology Specialist

This is a fully remote position, open to applicants in Illinois.

📋 Description

• Act as the main administrator and internal authority for publication management systems and databases.

• Oversee the daily maintenance, configuration, updates, troubleshooting, and enhancement of publication platforms.

• Ensure accurate maintenance of publication records, including manuscripts, congress presentations, abstracts, timelines, authorship information, and related metadata.

• Guarantee data consistency, quality, and integrity across systems and reporting tools.

• Manage system permissions, user access, role assignments, and security measures.

• Coordinate software upgrades, enhancements, integrations, and vendor-supported projects.

• Collaborate with client publication teams to facilitate project review and monitor deadlines.

• Provide onboarding for the system, user training, guidance, and continuous stakeholder support.

• Create and maintain user manuals, standard operating procedures (SOPs), workflows, and documentation of best practices.

• Address user inquiries and resolve system or data-related challenges.

• Act as a liaison between internal teams and software vendors.

• Produce regular and custom publication reports, dashboards, metrics, and analytics.

• Assist in the tracking of reviews, deadlines, and compliance.

• Extract and analyze publication data to meet business and client requirements.

• Enhance reporting automation and operational efficiency.

• Ensure that systems and processes comply with industry standards, client specifications, and regulatory expectations.

• Support audit preparedness through precise documentation and data management.

• Suggest and implement process enhancements.

• Contribute to the workflows of publication operations.

• Work in partnership with publication professionals, project managers, IT, medical writers, account teams, and clients.

• Engage in strategic initiatives related to publication systems, data governance, and operational scalability.

• Assist in database integration with operational or reporting platforms.

⛳️ Requirements

• A Bachelor’s degree in Life Sciences, Information Systems, Healthcare Administration, Business, or a related discipline is preferred.

• A minimum of 2 years of experience managing scientific publication databases or publication management systems in a medical communications, pharmaceutical, biotechnology, or healthcare setting.

• Proven expertise in publication management platforms such as iEnvision, PubsHub, Pubstrat, or similar tools.

• Advanced skills in publication database administration and data management.

• Strong grasp of publication lifecycle management and scientific publication workflows.

• Familiarity with reporting tools, dashboards, and data exports.

• Advanced Microsoft Excel capabilities and knowledge of data visualization or business intelligence tools is an advantage.

• Understanding of data governance, quality control, and system administration principles.

• Excellent analytical and problem-solving abilities with a keen eye for detail.

• Capacity to juggle multiple priorities and deadlines in a fast-paced client services environment.

• Outstanding interpersonal, communication, and client-facing skills.

• Highly organized with a proactive, solution-oriented approach.

• Ability to work independently while effectively collaborating with cross-functional teams.

• Demonstrated dedication to quality, accuracy, confidentiality, and operational excellence.

• Experience in medical communications agencies or publication planning organizations.

• Knowledge of publication compliance standards, authorship tracking, and congress planning processes.

• Experience supporting global publication teams and external stakeholders.

• Preference for knowledge in system implementation, migration, or integration projects.

🏝️ Benefits

• Commitment to equal employment opportunity and non-discrimination.

• An inclusive and collaborative workplace culture.

• A respectful work environment.

• Opportunities to collaborate closely with dedicated professionals and client teams.