Editorial Assistant/Project Coordinator

The Editorial Assistant/Project Coordinator is primarily responsible for improving the efficiency of the Editorial Services/Project Management departments by providing administrative assistance performing basic editorial and project management tasks and managing and troubleshooting editorial resources/programs and project management systems. Under the direction of the Senior Managing Medical Editor the Editorial Assistant/Project Coordinator works closely with members of the Editorial Services Project Management Account Services and Scientific Services departments to help streamline processes and enhance department efficiency.

Job Duties

Editorial Support

• Obtain and track permissions for publications and other projects
• Establish and maintain written agreements with external writing and editorial subcontractors including communication of relevant project timelines
• Track verify and process invoices from copyright holders external medical writers/editors and reference vendors
• Obtain references for publications and other projects at the request of Editorial Services Scientific Services and other team members through subscription resources online search and communications with external reference vendor
• Maintain reference database including entering/uploading references into appropriate database creating editorial styles troubleshooting and assisting/training colleagues
• Maintain freelance medical writer and editor database to track availability costs and adherence to timelines
• Obtain and brief team regarding abstract and manuscript submission requirements; follow-up with congresses and journals as needed to resolve queries and clarify information
• Submit abstracts and manuscripts using online submission portals
• Assist Editorial Services team members with project-specific responsibilities as requested (eg editing of reference lists drafting of cover letters upload of materials into electronic review systems eg Veeva Vault)
• Various additional administrative tasks as requested

Project Planning

• Assist in the development of project plans and timelines including statements of work (specifications) and work breakdown structures (tasks)
• Assist in appropriate resourcing to complete projects according to plan and within budget

Project Management and Tracking

• Assist Project Managers in tracking and maintaining status of assigned projects
• Develop and update internal and client project status reports weekly or as requested by the Project Managers
• Route and track progress of project deliverables through Account Editorial and Scientific Services
• Communicate progress of project deliverables to Project Managers and assist in problem-solving to meet deadlines
• Development of timelines as directed by the Project Managers
• Assist in addressing client requests
• Coordinate fulfillment of internal and client deliverables
• Assist in maintaining electronic filing system and records for all projects
• Various additional administrative tasks

Project Management and Financial Software

• Assist Project Management with maintenance and management of updates (ie WorkBook)
• Assist Project Managers with updating project details
• Run reports as requested

Key Competencies

• High level of integrity confidentiality and accountability
• Excellent organizational skills and attention to detail and timelines
• Strong knowledge of grammar and essential writing skills (eg appropriate referencing of research documents paragraph structure)
• Professional communication skills including written and interpersonal
• Ability to coordinate take ownership of/responsibility for and execute multiple tasks in a fast-paced environment
• Ability to acquire relevant information from a variety of sources and maintain accurate records
• Ability to master various content and project management systems
• Working knowledge of Microsoft Office applications (Outlook Word Excel PowerPoint)
• Desire to meet professional goals and acquire new skills

Qualifications :

Requirements

• Bachelors degree
• Comfort in operating and maintaining electronic database systems

Preferred Skills/Experience

• Previous work experience requiring multitasking and organizational skills
• Experience with electronic database entry and management
• Familiarity with medical communications agency workflow process

Working Conditions

• Potential overtime as required
• Ability to commit to extra and/or nontraditional hours as client needs require

Additional Information :

Synchrony places high value on the well-being of its employees; therefore Synchrony team members are eligible for a comprehensive array of benefits including competitive salaries generous paid time off excellent health insurance family leave and a 401(k) plan with employer matching.

All your information will be kept confidential according to EEO guidelines.

EOE. Synchrony is not able to provide visa sponsorship for this role. 

Remote Work :

Yes

Employment Type :

Full-time