Editorial Assistant/Project Coordinator

Be part of something great!

Synchrony Group is an independently owned network of companies, headquartered in West Chester, PA.

At Synchrony, we are dedicated to providing the highest quality products and services in the medical communications industry. Our vision is to create the highest value for our clients and the most opportunity for our team members, while working together to improve the lives of patients. Collectively, we are leaders in strategic planning, development, and execution of best-in-class programs that address medical needs, maximize strategic objectives, and make significant scientific and clinical contributions. Our passion and commitment to improving outcomes for our clients, healthcare professionals, and patients drives us to exceed expectations in everything we do.

Synchrony consists of integrated groups of medical-scientific, clinical, creative, commercial, and industry experts. Synchrony Medical Communications specializes in strategic medical communications, publication planning, and associated scientific content and engagement. Our teams reflect our commitment to excellence—we’re smart, enthusiastic, and driven. We align the skills, experiences, and perspectives of diverse individuals to achieve unparalleled results in an environment of respect and mutual support. Above all, we are passionate about changing the world and improving the lives of patients.

Our success is built on the foundation of our team, and we’re always striving to strengthen our foundation. More than just seeking out the best and brightest to join us, we also create a work environment in which employees are respected and encouraged to grow.

Are you looking to be part of something great? We’d like to meet you!

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

Requirements

• Bachelor’s 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

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.