Position Summary

All staff are employed through the Research Foundation. This role will be in service to COG.

The Publications Coordinator supports the development, review, submission, and tracking of manuscripts, abstracts, and related publication materials resulting from COG research. This role manages day-to-day publication operations, serves as a primary liaison for authors and writing committees, coordinates internal and external review workflows, maintains accurate publication records, and helps ensure compliance with organizational policies, standard operating procedures, and applicable public access requirements. This position works closely with authors, writing committees, scientific committee chairs, study committee chairs, statisticians, COG leadership, research operations staff, external reviewers, and other stakeholders involved in manuscript and abstract development, review, approval, submission, and compliance processes. This position reports to the Manager of Member Engagement.

The COG Research Foundation, LLC is a 100% remote employer, though some travel may be required. Employee must reside within the United States.

Full salary range for this position: $70,296 to $101,911 per year. The typical hiring range for this position is from $70,296 (minimum) to $86,104 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties and Responsibilities

Manuscript Development Responsibilities

• Manage all day-to-day operational tasks related to COG manuscript development.
• Serve as the COG Publications primary contact for authors, writing committees, scientific committee chairs, study committee chairs, statisticians, and other contributors.
• Engage with study committee chairs to communicate publications requirements and ensure the manuscript development process is initiated within the prescribed timelines.
• Monitor timelines, facilitate follow-up, and support adherence to agreed-upon project milestones.
• Responsible for all manuscript-related updates to the COG study database.

Abstract and Manuscript Review & Tracking Responsibilities

• Review manuscripts and abstracts submitted to COG for required components prior to submission to medical journals, scientific meetings, and other external venues.
• Identify required updates to manuscripts and abstracts, and engage authors regarding incomplete or noncompliant submissions.
• Coordinate internal COG leadership review and approval processes for manuscripts.
• Determine and facilitate external review requirements, including NCI, Industry-sponsored Trials Program, and/or NCI Community Oncology Research Program (NCORP) review, as applicable for both manuscripts and abstracts.
• Ensure external reviews are completed for manuscripts prior to journal submission and for abstracts prior to meeting submission. As needed, ensure meeting accepted abstracts receive a secondary external review prior to final submission to the meeting.
• Monitor submitted manuscripts and abstracts for journal and meeting outcomes, periodically following up with authors to verify status.
• Manage and maintain COG publication databases ensuring timely updates to publication statuses, tracking of key milestones, and overall completeness.
• Responsible for ensuring all publications comply with COG/National Institutes of Health (NIH)/NCI and/or other sponsor requirements.
• Monitor MyNCBI bibliographies associated with COG grants’ principal investigators, and ensure publications are associated with the appropriate grant(s).
• Support compliance of published manuscripts with NIH Public Access policy, including deposit into PubMed Central for grant application and reporting purposes.

Additional Responsibilities

• Manage the COG Publications email inbox, respond as appropriate, triage inquiries, and identify issues requiring manager review or response.
• Provide guidance to COG members regarding publication policies, submission requirements, and process expectations. This includes communicating standard practices to COG authors and all relevant parties.
• On behalf of COG authors, submits publication cost invoices for payment in accordance with COG policies and procedures.
• Maintain the COG Abstract Pre-Submission Calendar.
• Responsible for compiling all grant related bibliography requests, ensuring a high degree of accuracy and compliance.
• Create and post bibliography reports summarizing recent COG publications, as required.
• Develop and maintain an author promotion toolkit for COG members to utilize in highlighting their publications.
• Serve as the subject matter expert of all group-wide policies and internal standard operating procedures (SOPs) for abstract and manuscript operations.
• Identify and implement enhancements to processes and systems.
• Stay informed on all relevant NIH policies regarding grant-funded publications.
• Travels to COG Group Meetings twice a year to support meeting operations.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications

• Minimum of two (2) years of related work experience, preferably in medical journal publications.
• Bachelor’s degree in Journalism, English, Communications, or other related field, or substitute with four (4) additional years of related experience.

Other Qualifications

• Knowledge of NIH Public Access policy, PubMed Central deposit requirements, publication compliance processes, or grant-reporting publication needs.
• Experience coordinating manuscripts, abstracts, publications, research administration, scientific communications, or comparable project workflows.
• Familiarity with manuscript and abstract submission workflows, journal and meeting requirements, author review processes, and publication tracking systems.
• Strong organizational skills and ability to manage multiple submissions, deadlines, reviews, and follow-up actions simultaneously.
• Excellent written and verbal communication skills, including the ability to correspond professionally with investigators, authors, committee members, leadership, and external reviewers.
• High attention to detail and ability to review submissions for completeness, consistency, and adherence to requirements.
• Proficiency with Microsoft Office applications, shared document platforms, databases, spreadsheets, calendars, and tracking tools.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and escalate issues appropriately.
• Ability to learn new software programs easily.
• Ability to travel to COG Group Meetings twice a year to support meeting operations.

Preferred Additional Qualifications

• Four (4) years of related work experience, preferably in medical journal publications.
• Experience in clinical research, oncology research, cooperative group operations, academic medicine, medical publishing, or scientific publications support.
• Experience developing or maintaining SOPs, process documentation, reports, calendars, and publication status dashboards.

Fair Labor Standard Act (FLSA) Status

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.