Temporary - Sr Editorial Assistant
Ieee, Piscataway, NJ, United States
Sr Editorial Assistant, IEEE Robotics and Automation Society (RAS)
As a member of the IEEE RAS team, the Sr Editorial Assistant provides comprehensive administrative and leadership support for one or more RAS journals. This role serves as a critical liaison between the Editor-in-Chief (EiC), editorial boards, and authors to ensure a high-quality, timely peer review process. Beyond journal-specific duties, the Associate acts as a versatile resource for the RAS Executive Director, assisting with society-wide initiatives, governance support, and special projects as needed.
Key Responsibilities 1. Journal Management & Peer Review Support
Daily Operations:
Manage the daily workflow for assigned journals, handling high volumes of emails (30–50 per day) and troubleshooting user issues.
System Administration:
Maintain proficiency in
PaperCept
or other designated peer-review systems to manage manuscripts, update rosters, and configure sites for special collections.
Quality Assurance:
Conduct detailed side-by-side file comparisons to ensure all citations, keywords, and metadata meet IEEE Xplore specifications prior to publication.
Workflow Monitoring:
Track the progress of thousands of submissions, sending reminders to Senior and Associate Editors to ensure editorial deadlines are met.
2. Board & Volunteer Leadership
Recruitment & Training:
Manage the bi-annual cycle of recruiting, data compilation, and voting for new editorial board members.
Onboarding:
Conduct training for new editors and ensure all documentation and system access are properly configured.
Strategic Meetings:
Prepare comprehensive presentations for board meetings and society reviews (e.g., PAB or PRAC reviews), identifying performance trends and opportunities.
3. Financial & Operational Oversight
Budget Management:
Oversee the operational budget for assigned journals, including salaries, travel, supplies, and awards.
Logistics & Events:
Plan and host board dinners and meetings, managing venue sourcing, menus, and travel logistics for the EiC and staff.
Award Administration:
Coordinate annual "Best Paper" awards, managing the nomination and voting processes over several months.
4. Digital Presence & Communications
Social Media & Web:
Maintain journal social media accounts, post weekly updates, and coordinate with authors and Science Communications Editors.
Promotion:
Work with IEEE Publishing to unlock specific articles for promotion and link papers to relevant conference programs (e.g., ICRA, IROS).
5. Executive Director & Society Support
Special Projects:
Assist the RAS Executive Director with research, information requests, and the development of new society initiatives.
Governance Support:
Arrange committee meetings, schedule calls, and prepare correspondence on behalf of society leadership.
Flexibility:
Perform additional administrative or strategic tasks as requested by the Executive Director to support the broader goals of the Robotics and Automation Society.
Qualifications
Education:
Bachelor’s degree in a curriculum stressing excellence in research, writing, and communication.
Experience:
5+ years of business experience, ideally in technical program management, scholarly publishing, or non-profit administration.
Technical Skills:
Advanced competency in
PaperCept
(or similar manuscript systems) and Microsoft Office (Word, Excel, PowerPoint).
Proficiency in social networking tools (LinkedIn, Facebook) for professional promotion.
Professionalism:
Superior English grammar and proofreading skills for high-stakes correspondence.
Ability to interact diplomatically with senior-level volunteers, staff, and international partners.
Strong multitasking skills with the ability to balance multiple journal accounts and society projects simultaneously.
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Key Responsibilities 1. Journal Management & Peer Review Support
Daily Operations:
Manage the daily workflow for assigned journals, handling high volumes of emails (30–50 per day) and troubleshooting user issues.
System Administration:
Maintain proficiency in
PaperCept
or other designated peer-review systems to manage manuscripts, update rosters, and configure sites for special collections.
Quality Assurance:
Conduct detailed side-by-side file comparisons to ensure all citations, keywords, and metadata meet IEEE Xplore specifications prior to publication.
Workflow Monitoring:
Track the progress of thousands of submissions, sending reminders to Senior and Associate Editors to ensure editorial deadlines are met.
2. Board & Volunteer Leadership
Recruitment & Training:
Manage the bi-annual cycle of recruiting, data compilation, and voting for new editorial board members.
Onboarding:
Conduct training for new editors and ensure all documentation and system access are properly configured.
Strategic Meetings:
Prepare comprehensive presentations for board meetings and society reviews (e.g., PAB or PRAC reviews), identifying performance trends and opportunities.
3. Financial & Operational Oversight
Budget Management:
Oversee the operational budget for assigned journals, including salaries, travel, supplies, and awards.
Logistics & Events:
Plan and host board dinners and meetings, managing venue sourcing, menus, and travel logistics for the EiC and staff.
Award Administration:
Coordinate annual "Best Paper" awards, managing the nomination and voting processes over several months.
4. Digital Presence & Communications
Social Media & Web:
Maintain journal social media accounts, post weekly updates, and coordinate with authors and Science Communications Editors.
Promotion:
Work with IEEE Publishing to unlock specific articles for promotion and link papers to relevant conference programs (e.g., ICRA, IROS).
5. Executive Director & Society Support
Special Projects:
Assist the RAS Executive Director with research, information requests, and the development of new society initiatives.
Governance Support:
Arrange committee meetings, schedule calls, and prepare correspondence on behalf of society leadership.
Flexibility:
Perform additional administrative or strategic tasks as requested by the Executive Director to support the broader goals of the Robotics and Automation Society.
Qualifications
Education:
Bachelor’s degree in a curriculum stressing excellence in research, writing, and communication.
Experience:
5+ years of business experience, ideally in technical program management, scholarly publishing, or non-profit administration.
Technical Skills:
Advanced competency in
PaperCept
(or similar manuscript systems) and Microsoft Office (Word, Excel, PowerPoint).
Proficiency in social networking tools (LinkedIn, Facebook) for professional promotion.
Professionalism:
Superior English grammar and proofreading skills for high-stakes correspondence.
Ability to interact diplomatically with senior-level volunteers, staff, and international partners.
Strong multitasking skills with the ability to balance multiple journal accounts and society projects simultaneously.
#J-18808-Ljbffr