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About the Role
The Senior Specialist, Publication Operations provides operational support and expertise to the Global Scientific Publications (GSP) Team, focusing on supporting scientific congresses and managing vendor relationships.
Responsibilities
- Provide support for GSP-Managed activities supporting scientific congresses (poster shipping & printing, QR code creation, calendar)
- Provide end-to-end vendor management (Billing, P.O. Maintenance, Oversight)
- Compile and manage vendor lists
- Provide status of contract spend and expiration
- Manage required documentation for compliance
- Liaise with Outsourcing, Purchasing, GMO and Finance as required
- Support all vendor and contracts for GSP (creation, tracking, billing) accountable to be accurate for monthly budget forecast
- Train vendors on policies and procedures and maintain relationships with vendors (Health checkup, billing timelines, record completion)
- Perform invoice analysis and budgetary reconciliation across GSP
- Facilitate interpretation and understanding of data, identify issues, cost savings and adjustments through LBE meetings
- Compile data and report metrics and KPIs from a variety of sources and prepare routine and ad hoc reports in support of financial and budget tracking
- Create yearly congress calendars and trackers
- Create and manage QR codes for scientific posters
- Facilitate printing and shipping of posters
- May support routing of IIS, PAA, LP, and other publications through publication system for 1070 approval
- Interact 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
Requirements
- At least 2 years of experience in data Entry, Clerical, Document Specialist, or Reconciliation role
- Prefer 4+ years relevant work experience
- Prefer experience/training in Project/Process Management, Publications Management, Medical/technical writing, Datavision software, Compliance
- Process oriented, 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
Skills
- Project/Process Management
- Publications Management
- Medical/technical writing
- Datavision software
- Compliance
- Microsoft Office suite
- SharePoint / database
- Internet tools
- Electronic file storage and retrieval
Location
- US
Work Type
- Full-time
Experience Level
- Senior Specialist
- At least 2 years
- 4+ years
Education Level
- BA/BS
- Prefer focus in Science, Healthcare, Business, or Project Management
Salary/Compensations
- USD 84500 - USD 162000 - yearly
Benefits
- Paid time off (vacation, holidays, sick)
- Medical/dental/vision insurance
- 401(k)
- Eligible to participate in our short-term incentive programs
About the Company
- 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.
Equal Opportunity
- 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