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Novartis Pharma, RegionalBusiness Solution Center, Dublin
Digital Librarian
Provide support to customers and stakeholders of the Digital Asset Management Platform (WIDEN). The Digital Librarian will actively manage user access and all stages and elements of the digital asset lifecycle, including approvals
Administer and catalog branded digital materials activities
Support projects from a digital librarian and tracking perspective
Ensure that digital materials are processed through the defined lifecycle
Support on audit related activities
Major Accountabilities
a) DAM System Support (WIDEN) and Brand Team Support
The Novartis DAM Platform is a simple tool that provides instant access to share and
download the most up-to-date branded materials for selected brands cross Global and
CPOs. The Role consists of managing the platform related to:
Brand Team Support
Supporting Brand teams in asset upload and tagging
1) Liaise with Brand Teams to support them in uploading materials. In order to
accelerate availability of data, setup any necessary Brand Tabs/ buttons on the
portfolios and upload accordingly.
Regular follow-ups with CPOs and agencies to drive upload of assets
2) Identify CPO users from User list and email them (by brand group) establishing
volume and status of uploads. Conducted at end of every month. Provide support
and troubleshooting assistance.
Monitor asset organization
3) Screen through latest assets for quality – check they are correctly and completely
tagged and meet agreed standards/specifications.
4) Assure compliance and adherence to process and guidelines.
Platform Administration
User Right’s Management – Liaising with platform vendors to set-up users with
appropriate access rights, delete non-active users etc.
Analytics Reporting – Monthly analysis and summary of platform usage.
Report usage of platform beyond what is provided by vendors on a monthly basis.
Development and delivery of metrics reports / analysis – include number of assets by
brand available on the platform etc.
Maintain budget data
Training
Maintain the system guide & distribute as changes are made
Coordinate quarterly updates to the system guide available on the platform. Track
changes to the platform and include them quarterly into the brochure / reports.
Train and coach new users and maintain a training log
Liaise with Program Management Office (training dept.).
Provide ad-hoc training to brand teams and CPOs if requested. Develop a training
script (Story-flow). Ensure with stakeholders that training is always standardized.
Platform Development
Manage the ICE Process – The Standard IT Project Management Methodology
http://www.ice.novartis.intra/
Functional support and expertise – Field questions on using the system
Receive and log requests for system improvements
Keep track of version control (which features are present in which version)
Testing new features and functions as they become available
Sign off on enhancements in test environment before moving to production.
Data & Asset Migration – Transferring files from older DAM platforms and ensuring
data and file integrity is maintained.
Contributing to and assisting with the development of the DAM Platform e.g.
improvement of metadata taxonomy, UI improvements
Development of communications strategy with customers & stakeholders to promote
DAM usage.
First Level tech Support
Tracking all technical issues.
Maintain weekly active list that serves as a basis for discussion with vendors. Provide
updated list prior to each teleconference and update after teleconference + resend to
key stakeholders.
Testing to verify reported issues.
Report system issues/malfunctions to vendors.
Key Performance Indicators (Indicate how performance for this role will be measured)
Effectiveness – when managing projects
Quality – detail-oriented and accuracy when delivering reports of deliverables
Communication – skilled when liaising with internal customers
Service – committed delivering best support
Ideal Background
Education (minimum/desirable):
Minimum: Bachelors Degree in Science/Administration/Digital
Marketing
Desirable: Masters Degree in Science/Administration/Digital
Marketing
Languages: English: fluent in written and spoken
Experience: Professional background: A person who has worked in the
Familiarity with other languages beyond English is a plus
(Spanish, French, German, Japanese, Chinese…)
pharmaceutical sector, specifically in a marketing function
on the industry or agency side – understanding the different
types of promotional materials used in the Pharma industry
Technical background: experience in managing Digital/
Digital Asset Management (DAM) Platforms supporting
customers and providing appropriate reports. Strong
knowledge of various digital file formats and PC skills.
Required Skills
Strong customer service orientation
Ability to understand SharePoint platforms
Attention to detail and quality focused
Proven ability to self-manage
Good initiative and superior problem solving skills required
Strong interpersonal skills to be able to influence and convince without authority
Organizational, planning, resource and project management skills.
Interpersonal and communication skills and ability to operate effectively in an international
environment.
Highly competent in PC skills, in particular on PowerPoint and Excel when tracking SOWs
and writing reports
Business Acumen – understands the need to track performance metrics and produce
analyses to track the metrics
Fluent English (both written and verbal)
Contact details for the application
Email: dee.obrien@novartis.com
Email: sarah.lyons@novartis.com
Closing date for application is: Wednesday 25th Feb
