Full-Time Publishing Operations Specialist

Publishing Operations Specialist

This mid-level position supports authors, peer-reviewers, and Academic Editors in moving submissions through peer-review, production, and publication via our Content Management System. The role is fully online.

1. Manuscript Checks: Verify manuscript completeness and adherence to guidelines.
2. Peer-review Troubleshooting: Troubleshoot and resolve peer-review process issues.
3. Copyediting: Perform light copyediting of accepted articles for compliance with style guidelines.
4. Coordination: Coordinate with reviewers, authors, Academic Editors, and typesetters, responding to queries.
5. Communication: Communicate effectively with authors and reviewers.
6. Decision Making: Make independent decisions regarding complex logistical and workflow issues.
7. Training & Mentoring: Train and mentor new staff; manage junior staff.
8. Advising: Advise and deputize for the Head of Publishing Operations.
9. Internal Checks: Conduct internal checks on resubmissions and accepted articles (V1, V2/V3).
10. Corrections Processing: Approve/disapprove and process major and minor corrections.
11. Minor Copyediting: Perform minor copyediting as needed.
12. Author Correspondence: Handle author correspondence.
13. Staff Training: Provide training to new staff and supervise staff in their roles.
14. Issue Resolution: Resolve internal and external stakeholder issues promptly.
15. Cross-Training: Provide coverage across the team.
16. Customer Service: Answer emails/customer service inquiries via Freshdesk and email.
17. Feedback: Provide feedback on internal checks completed by others.
18. Proactive Follow-up: Proactively follow up with authors on submissions with discrepancies.
19. Waiver Requests: Respond to waiver requests.
20. Author Enquiries: Answer author enquiries regarding submission changes.
21. Resubmission Checks: Conduct resubmission technical checks and provide feedback.
22. Technical Check Assistance: Assist authors with answering technical check queries.
23. Documentation: Assist with documentation.
24. Workflow Collaboration: Collaborate on workflows and processes, proactively suggesting efficiency improvements.
25. Liaison: Collaborate with colleagues, primarily in the Editorial group.
26. Reporting: Report to the Head of Publishing Operations.

Requirements:

• Excellent Communication: Strong English comprehension and communication skills (written and verbal).
• Proficiency with Text Programs: Proficiency with text document programs (e.g., MS Word).
• PDF Editing Tools: Proficiency with PDF editing tools.
• Organizational Skills: Strong organizational skills, prioritizing and meeting deadlines.
• Attention to Detail: Excellent attention to detail.
• Education: University degree or equivalent (preferred).
• Analytical Skills: Good analytical, decision-making, and problem-solving skills.
• Mentoring: Potential ability to mentor and supervise other contributors.
• Teamwork: Ability to work independently, contribute to positive team spirit and support others.
• Experience: 6+ years of STM (‘Scientific, Technical, and Medical’) academic publishing experience.
• Timeliness: Complete assignments in a timely manner.
• Judgment: Demonstrate good judgment (common sense, logic, and problem-solving skills).
• Escalation: Understand when to escalate situations.
• Initiative: Take initiative, especially in urgent situations.
• Customer Service: High standards of customer service, tact, and diplomacy.
• Confidentiality: Maintain discretion regarding confidential information.

Salary & Benefits:

• Hourly rate: $32.97 - $38.46 (about $60,000 - $70,000 annually)
• Excellent work/life balance
• 15 paid vacation days
• 10 paid sick days
• Paid floating holidays + birthday off
• Additional discretionary days off during holidays
• Paid volunteering days
• Paid parental leave
• Paid leave for significant life events
• Medical, vision, dental, and voluntary benefits
• 401(k) + employer match
• Seasonal social and charitable events

Location: Philadelphia, PA (with flexible working model, requiring some office time).

Application Notes: Applications are reviewed continuously, and interviews are conducted concurrent with posting.

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