Who we are:
The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.
Position Summary:
The Editorial Operations Associate supports the editorial process for APS journals by managing communication between Editors, Authors, and anonymous Reviewers. Key tasks include handling manuscript correspondence, ensuring confidentiality, maintaining accurate database records, and overseeing quality assurance. The individual will also manage publication rights, estimate article lengths, and contribute to team meetings and documentation updates. Does this sound like you? Apply today!
APS allows flexible work hours; responsiveness is required, however, typically, the hours are 7:30 am - 3:30 pm EST. We also offer the options of working 8:00 am - 4:00 pm or 8:30 am - 4:30 pm EST.
The APS has a “remote first” concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. This position could require at times in office work, various geographic events and meeting attendance as instructed by your Supervisor. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package including salary, outstanding benefits, and excellent paid time off.
Responsibilities:
Communication Support:
- Manage incoming and outgoing correspondence related to manuscripts, including entering relevant information in the editorial database.
- Prepare and review outgoing communications, ensuring clarity and professionalism, especially for non-native English speakers.
- Communicate with members of the scientific community, including Authors, Reviewers, and internal teams, following established workflows and Editors' instructions.
Workflow and Database Support:
- Execute workflows associated with assigned journals.
- Accurately enter and manage data in the editorial database, using tools to indicate specialized information and manage various file types.
- Ensure the smooth progression of tasks through careful review and accurate database notation.
Quality Assurance Support:
- Maintain confidentiality throughout the peer review process, ensuring anonymity of reviewers.
- Ensure completeness and accuracy at each stage of the peer review process, performing final checks before manuscripts are released for publication.
Additional Responsibilities:
- Estimate the anticipated published length of articles and communicate results to authors for necessary adjustments.
- Secure appropriate publication rights and proactively request necessary documentation if not in place.
- Participate in the regular review and update of departmental documentation and training resources.
- Actively contribute to group and team meetings.
- Additional duties as assigned.
Education: An associate degree is required; relevant work experience may be accepted in place of an associate degree.
Experience, Knowledge, Skills, and Abilities:
- Minimum one year of experience in high volume correspondence processing, preferably in an editorial environment
- Educational and/or professional background with emphasis on written communications preferred
- Proficient technical skills and experience using databases and software applications
- Advanced keyboarding skills and data entry experience
- Capable of working in a high volume environment, receiving instruction from a variety of individuals and adapting to frequently shifting priorities
- Ability to work as part of a team, as well as independently
- Detail oriented with strong problem solving skills
- Strong written and verbal communication skills
Travel: The position requires up to 5% of travel for in-person meetings with staff as well as periodic travel to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned.
Salary:
The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.
Hiring Range: $38,449/year - $52,387/year (USD)
Target Starting Range: $38,449/year - $42,775/year (USD)