Program Coordinator / Publications Assistant

POSITION SUMMARY

The Program Coordinator / Publications Assistant plays a key role in providing support and assistance to the scientific communications (medical writing) team. This position involves a wide range of administrative responsibilities.

PRIMARY RESPONSIBILITIES

Work collaboratively to assist medical writers of the scientific communications team with various tasks as listed below:

Perform submissions of manuscripts and abstracts online

Track manuscript/abstract status online once submitted

Work on Adobe Illustrator to assist writers with high-quality graphics and figures as needed.

Create and maintain a list of all authors (internal, and external) with emails, affiliations, and contact info.

Assist in updating the list of upcoming congresses with meeting and abstract submission due dates 

Assist with keeping track of poster/slide upload deadlines

Prepare the list of Natera’s abstract/poster ID and capture presentation/session dates for each conference

Assist writers with collating abstract and poster guidelines for each conference.

Collect author forms and disclosures for abstract and manuscript submissions

Attend to library request emails and send relevant articles to requesters

Update Natera’s reference library

Update posters/publications on Natera’s intranet

Maintain accurate records of publications content and archive materials relating to completed publications

Record and administer invoicing concerning publications content as directed

Work with external vendors and presentees to manage printing/shipping logistics for posters.

QUALIFICATIONS

• Bachelor’s or Master’s degree in Biology (Molecular Genetics, Molecular Biology, Biotechnology or any other relevant scientific discipline) or equivalent required. 

• 1-2 years of experience in project management

KNOWLEDGE, SKILLS, AND ABILITIES

• Previous experience working as an editorial/publications assistant is highly preferred

• Previous experience working with a scientific publisher is highly preferred

• A good understanding of journal policies and checklists around submitting scientific manuscripts for peer-review is highly preferred

• Good understanding of ICMJE, GPP guidelines is highly preferred

• Ability to work in a fast-paced environment.

• Adaptability and willingness to learn

• Excellent project management skills

• Strong interpersonal and communication skills

• Excellent organizational skills, especially the ability to prioritize, meet deadlines and multi-task.

• Ability to work cross-functionally, collaborate, and be a team player.

• Excellent attention to detail

• An ability to maintain a positive and professional customer service attitude

• Familiarity with electronic literature search tools and obtaining copyright permissions.

• Strong Microsoft Office (Word, Excel, PowerPoint) skills; experience using Adobe Creative Suite/Creative Cloud is preferred but not required

PHYSICAL DEMANDS & WORK ENVIORNMENT

• Duties are typically performed in an office setting and environment. 

• This position requires the ability to use a computer keyboard, communicate over the telephone and read printed material. 

• Duties may require working outside normal working hours (evenings and weekends) at times.