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Staff Representative:

Tim Jadwin


Publications Director/Senior Publications Director


New York

Company Summary:

Full-service, Continuing Medical Education (CME) agency that services strategic development and implementation of long-term medical education programs.


Position Overview:
  • The Publications Director is responsible for successfully and efficiently managing the specific projects/publications assigned, from inception through production or publication, effectively and proactively, executing on time and within budget
  • Serve as the primary day-to-day contact for authors, medical writers and directors, grantors when necessary, and internal team members
  • Ensure all SOX and HCC compliance documentation is secure throughout the duration of each project
Key Responsibilities
  • Publication Operations
    • Tactically implement project/publication elements on time and in conformity with objectives of the applicable publication plan
    • Begin to review and discuss strategic opportunities with account management and team members on projects/pubs/pub plans and company offerings
    • Participate in publication plan development with team members and grantor
    • Direct/liaise with team members on the specific projects/publications assigned
    • Schedule and facilitate kick-off and wrap-up meetings
    • Identify and recruit faculty/authors
    • Liaise between relevant internal and external team members on content development
    • Ensure procedural consistency with guidelines and SOPs
    • Develop and monitor timelines, anticipating and proactively communicating next steps to team members with a projection of the possible impact on other projects and initiating timely internal/external reviews and approvals for project components
    • Develop external communications with authors, grantors, vendors, and others as needed
    • Attend grantor meetings as requested to determine project scope, obtain updates, and develop projects
    • Provide direction to appropriate staff and team members regarding all related tasks for specific projects/programs assigned
    • Manage live meetings/events
    • Liaise with CME/CE providers and develop CME project components (when applicable and necessary)
    • Maintain a file of freelance/independent contractors/temporary staff and author data sheets, W-9 forms, and disclosures
    • Some weekend time and travel required
  • Financial Management
    • Assist Account Manager with forecast development when needed and as appropriate to business unit
    • Assist department head in the development of budgets and participate in proposal development, pitches, and presentations for new and existing accounts/grantors when necessary
    • Monitor budgets weekly, update necessary team members where issues are present, and document financial status on status reports
    • Initiate proactive budget discussions with Account Management when job specifications change and work with Account Management to generate Scope Change forms and help resolve financial issues
    • Update percent completion reports monthly
    • Attend monthly finance meetings with Account Management and Finance
  • Time Management
    • Ensure that Coordinator moves all project/pubs materials to appropriate team members in an orderly and timely manner
    • Meet with Coordinator as often as needed to review/update status of active projects/pubs
    • Manage kick-off, status, and wrap-up meetings in order to provide internal teams with necessary support and direction
    • Ensure appropriate use of E-mail and voicemail for communication status within and outside of the
  • Knowledge and Skills
    • Bachelor’s degree or higher and 5+ years in program management and/or medical education
    • In-depth knowledge of ACCME, PhRMA, and OIG guidelines (specific to medical education)
    • Ability to maintain flexibility and foster teamwork in a fast-paced, demanding work environment
  • Problem Solving
    • Proactively identify problems and identify workable solutions
    • If necessary, discuss with supervisor recommendations and possible solutions specific to problems on assigned projects/programs
  • Managerial Direction
    • Support talent share initiative with supervisor by identifying need and reaching out to other divisions when necessary
    • Ensure appropriate billing by reviewing job reports on a regular basis
    • Exemplify a high standard of quality and professionalism within your assigned program management team
    • Create an integrated, effective, flexible, and accountable team environment that provides a solid support structure for grantor and team satisfaction
    • Provide clear and professional communication relating to assigned projects/programs to all clients, vendors, colleagues, and team members

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