Manager of Group Communications and Publications

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

The Children’s Oncology Group (COG), a National Cancer Institute supported clinical trials group, is the world’s largest organization devoted exclusively to childhood and adolescent cancer research. COG unites more than 10,000 experts in childhood cancer at more than 200 leading children’s hospitals, universities, and cancer centers across North America, Australia, and New Zealand in the fight against childhood cancer. Our goal is to cure all children and adolescents with cancer, reduce the short and long-term complications of cancer treatments, and determine the causes and find ways to prevent childhood cancer.

The Manager of Group Communications and Publications Manager will be responsible for implementing and managing the communications and publications duties of the department. The Manager is responsible for managing all non-protocol related group communications, both internal and external for COG, inclusive of all public and media queries, and press releases. They ensure the timely reassessment and posting of all groupwide policies and groupwide standard operating procedures. They oversee scientific documents intended for publication/presentation such as abstracts, manuscripts, or articles. The Manager is also responsible for tracking and maintaining the COG Bibliography, providing reports of these publications, and ensuring all publications comply with COG/NIH/NCI and/or other sponsor requirements. The position reports to the Senior Director of Group Administration and will supervise Communications and Publications staff.

This is a regular full-time remote position.

Full salary range for this position: $89,668 to $133,998 per year. The typical hiring range for this position is from $89,668 (minimum) to $111,833 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Communications Responsibilities:

• Implement efficient processes for the coordination of communications within COG.
• Responsible for drafting, reviewing, and copy-editing all non-protocol related group communications, both internal and external, for COG.
• Compose, review, and/or copy-edit mass e-mail communications to COG Members. Receive and evaluate internal and external announcement requests and ensure the department is following distribution standards and general practice.
• Manage public inquiries, from the general public and media. Coordinates with appropriate COG leadership or investigators as required.
• Manage all requests for COG to partner on joint press releases. Ensures all internal and external review requirements are met.
• Coordinate all COG elections for leadership roles including ballot set-up following specific election requirements and member communication.
• Frequent surveillance, review, editing, drafting, and updating content on the COG members website (non-protocol related) and public website.
• Maintain COG brand identity and style guidelines, including maintaining letterhead, memo, power point slide, and poster templates; field requests for logo authorization and COG reference.
• Coordinate and oversee the reassessment and posting of all groupwide policies and groupwide standard operating procedures. Work with subject matter experts on content updates and obtaining appropriate approvals.

COG In-Person, Virtual, and Hybrid Meeting Responsibilities:

• Primarily responsible for COG’s semi-annual Group Meetings. Coordinate other ad hoc meetings as assigned.
• Work with all individuals involved in the planning and execution of each meeting.
• Fully utilize COG’s event management technology for the lifecycle of each event. This includes building the online meeting site to include registration, housing, overall meeting agenda, session details, other relevant meeting information, and post-event evaluation. Develop the meeting application to encourage maximum usage by both onsite and virtual attendees. Work with event management technology staff on both set-up and onsite processes.
• Communicate all necessary meeting information to members and registrants.
• Travel overnight to in-person/hybrid COG Group Meetings to coordinate all onsite meeting activities, including technology setup and usage, staff assignments, and liaising with relevant hotel and conference center staff.
• Coordinate and manage process to identify invited attendees, including funding status for in-person event travelers. Elevate attendance/funding requests as needed.
• Potential travel to other COG meetings as needed.

Publications Responsibilities:

• Implement efficient processes and procedures for the coordination of COG publications.
• Responsible for ensuring all publications comply with COG/NIH/NCI and/or other sponsor requirements. Manage publications compliance with NIH Public Access policy including oversight of the NIH Manuscript Submission System (NIHMS), and the MyNCBI tracking for COG manuscripts. Ensure COG Bibliography consistency with PubMed Central.
• Review and enhance monitoring of manuscripts approved for journal submission including routine communication with authors. Monitor existing committee reporting processes to capture any needed publication details.
• Review and enhance departmental tracking of journals in which COG frequently publishes, including the journal’s submission method to PubMed.
• Provide education to authors on NIHMS processes and COG policies on appropriate citation.
• Maintain grant reporting calendar. Work with appropriate staff and authors to ensure publication progress reporting is in compliance prior to submission.
• Provide primary oversight of the COG publication department databases. Utilize the application to coordinate the review and approval processes for the required internal (COG Leadership) and applicable external (i.e. NCI/CTEP and/or biopharmaceutical industry collaborator) review following COG policies and procedures. Query authors regarding incomplete submissions.
• Primary oversight of the COG Abstract Pre-Submission Calendar. Through education and outreach, ensure abstracts are sent to the Publications office by COG investigators for submission to scientific meetings. Verify internal pre-submission reviews and approvals. Coordinate external pre-submission review and approvals by NCI/CTEP and/or biopharmaceutical industry collaborator. Confirm approval by all parties before approval for submission is granted to the author. Query authors regarding status of submission acceptance. Upon acceptance, send Confidential Notification of Acceptance to the NCI and/or biopharmaceutical industry collaborator as applicable.
• Distribute quarterly and by request updates on new COG publications to relevant stakeholders.
• On behalf of the authors, submits publication cost invoices for payment following COG policies and procedures.

Supervisory Responsibilities:

• Supervise the activities of direct reports.
• Provide day-to-day oversight including monitoring work, responding to elevated inquiries, and providing feedback.
• Responsible for performance management of staff, including annual performance reviews.
• Responsible for drafting job description and recruitment for department positions.
• Perform other duties as assigned or requested.

• Seven (7) years of relevant experience in communications, publications, or related experience, including three (3) years of supervisory experience. Knowledge/experience related to management can substitute.
• Bachelor’s degree in Journalism, English, Communications, or other related field; or substitute with 4 additional years of related experience.

• Experience with communications and publications within academic or healthcare industry preferred.
• General knowledge of HTML and experience working with website content management tools/systems.
• Ability to learn new software programs easily.
• Excellent verbal and written communication skills, customer service orientated and outstanding interpersonal skills.
• High level of computer literacy, including advanced knowledge of Microsoft Office software such as MS Word and Excel.
• Master’s degree preferred.

• To apply for this opportunity, submit a cover letter and resume via the application link listed at the top of this advertisement.
• In your cover letter, please describe why you are interested in this opportunity and how your previous experience and skills align with the duties of this position.

FAIR LABOR STANDARDS 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.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.