Work at APS >> Journal Services Assistant
Journal Services Assistant
Title:Journal Services Assistant
Department:Journal Operations
Location:Various Locations

Journal Services Assistant

Who we are:
The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents over 55,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, D.C.

Position Summary:
Handles all administrative aspects of the peer review process, from receipt through acceptance or rejection. A cover letter is required when applying. 

A Typical Week May Look Like This:
  • Processes incoming and outgoing correspondence, assuring integrity of database as well as the quality and productivity standards of the Department
  • Receives author and referee telephone inquiries, based upon a system of confidentiality
  • Calculates manuscript length checks, using a prescribed formula and application
  •  Ensures completeness and prepares accepted manuscripts for the deadline process
  • Uses available tools to indicate specialized information within the database, such as setting alerts or adding electronic post-its to a manuscript entry
  • Handles specialized job tasks such as pre-editing referee reports, converting referee reports into appropriate format, entering referee information into database
  • Creates tasks and associated data for specific manuscript actions (i.e., transfer to another APS journal, reject or accept for publication, prepare for dispatch to production)
  • Ensures publication rights have been conveyed appropriately (i.e., transfer of copyright, creative commons license or other)
  • Processes ‘Special’ manuscript tasks as required
  • Participates in departmental meetings
  • Maintains contact with Supervisors to resolve any problems with workflow and/or procedures; maintains contact with editorial staff to efficiently process manuscripts; maintains contact with Editorial Systems staff regarding database administration
  • Maintains contact with authors, referees and remote editors 

Is This You:
  • AA/AAS required (appropriate experience in lieu of degree will be considered)
  • Minimum two years’ experience in high volume correspondence processing, preferably in an editorial environment
  • ­Educational and/or professional background with emphasis on written communications preferred
  • Technical skills and experience using databases and software applications
  • Minimum (accurate) keyboarding speed of 55 WPM is required and data entry experience is desirable
  • 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

Our Mission:

To advance and diffuse the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community, we:

  • Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
  • Advance scientific discovery and research dissemination
  • Advocate for physics and physicists, and amplify the voice for science
  • Share the excitement of physics and communicate the essential role physics plays in the modern world
  • Promote effective physics education for all

The Core Values that Drive our Mission are:

  • The Scientific Method
  • Truth and Integrity
  • Diversity, Inclusion, and Respect
  • Partnering, Cooperation, and Open Collaboration
  • Speaking Out
  • Education and Learning


The American Physical Society is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Human Resources. 

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.

We welcome you to apply today! 

This opening is closed and is no longer accepting applications
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