Scientific Publication Project Coordinator

Evidence Disclosure Coordinator – Proficient

The Evidence Disclosure Coordinator Proficient plays a key operational role in supporting the development, review, and delivery of high-quality scientific publications across the product portfolio. They will do this by supporting the Evidence Disclosure team in creating and accurately maintaining records in the publication management system, in adherence with Astellas' standard operating procedures. This individual ensures smooth workflow management, compliance with industry standards, and coordination of timelines, documentation, and communication among cross-functional internal and external stakeholders (e.g., authors, Evidence Disclosure Leads, Scientific Content Creators). The role is essential to maintaining operational excellence and ensuring the accuracy and compliance of Astellas' scientific publication records, supporting transparency and trust in our disclosures. The Evidence Disclosure Coordinator Proficient will be part of the Evidence Disclosure Chapter and support various Evidence Disclosure Leads which plan and execute on the integrated evidence dissemination plan in alignment with the Brand Strategy following agile ways of working.

Essential Job Duties

Publication Management System Recordkeeping and Compliance:

• Adhere to Astellas' publication SOP process and ensure compliance steps are correctly completed and all records are accurate
• Ensure metadata and fields are properly entered (e.g., document details, collaborators) and linked to appropriate relationship data (e.g., parent/child, study, target journal/congress)
• Support routing publication drafts for review and approval, monitor record status, and follow up with authors and reviewers to advance records through the publication lifecycle
• Upload submission package and final publication (abstract, presentation, manuscript) to the publication management system
• Update records with final status (e.g., submitted, accepted, published), file, and citation information
• Supports review and completion of all required documentation and information prior to closing pubs record.
• Upload congress/journal response in publication management system
• Finalizes global publication management system record
• Conduct quality checks to ensure data integrity for downstream use in dashboards, reports, etc.

Publication Development, Review & Approval Project Management:

• Liaise with Evidence Disclosure Lead to schedule author calls (e.g., kick off calls comment review meetings, etc.)
• Liaise with local/regional teams to ensure non-english language publications are documented appropriately
• Liaise with journal/congress editorial team on behalf of lead author to gather required / supporting information for submission and completes dummy submission/ pre-submission enquiry as needed
• Gathers any required journal/congress specific documentation from authors throughout process
• Uploads final publication to submission site addressing all required fields Informs all authors and Astellas stakeholders of key publication milestones (e.g., submission, journal/congress response, publication)

Publication Post-Submission/Other Project Management:

• Collaborate with Evidence Disclosure Leads to provide status updates and reports that support publication tracking and planning
• Support Evidence Disclosure Lead with contract/invoice submission and processing and budget forecasting
• Weekly monitoring of submitted manuscript status at Journals
• Align poster development timelines with print deadlines and secures poster printer and back-up
• Works with Evidence Disclosure Lead to ensure poster delivery to appropriate person/place
• Obtains global and local E&C approval for reimbursement of presenting author travel (e.g., flights, hotel, registration) for congress presentation
• Collaborates with Congress and Events team to schedule travel for presenting author and report transfer of value per Astellas process
• Co-ordinates with Lead Author to complete required journal forms and payments (e.g., copyright, open access forms, article processing charges)
• Co-ordinates review and approval of page proofs with lead author, Scientific Content Creator and Evidence Disclosure Lead
• Submits final publication as PDF (with correct disclaimers) to Astellas library for upload to Vault Medical with relevant form with metadata completed

Outcome/ impact measurements:

• Support Evidence Disclosure Leads with collecting evidence disclosure outcome/impact metrics for evidence dissemination activities