Work at APS >> Editorial Data Entry Assistant
Editorial Data Entry Assistant
Title:Editorial Data Entry Assistant
Department:Journal Operations
Location:Ridge, NY

Editorial Data Entry 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:

Responsible for all incoming manuscript-related correspondence. Processes manuscript submissions as well as a variety of updates to physics related manuscript and referee databases. 

A Typical Week May Look Like This:
  • Reads, interprets, and creates database records of incoming author, referee, and production vendor correspondence
  • Creates database record for new referees
  • Performs updates and/or corrections to manuscript and referee databases
  • Processes receipt of manuscripts and supplemental material
  • Evaluates and processes various types of graphics files
  • Creates PDF manuscript files for Editorial, peer review, and for use in production
  • Inputs and maintains a wide range of database entries and flags
  • Communicates with authors regarding any unresolved issues. This may require composition of correspondence and/or completion of standard letters to include information relevant to the individual author
  • Maintains daily contact with Editorial Systems staff
  • Maintains routine contact with authors

Is This You:
  • Ability to work in a high-volume environment with rapidly changing priorities
  • Accurate keyboarding skills with minimum speed of 50 wpm
  • Technical skills and experience using database and software applications
  • Minimum of two years’ experience in electronic communications and text editing
  • Strong organization, documentation, and prioritization skills
  • Strong written and verbal communication skills
  • Excellent attention to detail
  • Ability to adapt to quickly changing schedules
  • Ability to work well with interdepartmental teams as well as independently

Work Environment:
  • Most work performed in an office environment
  • Incumbent may sit for long periods of time at a desk or computer terminal
  • Incumbent may use calculators, keyboards, telephone and other office equipment
  • Stooping, bending, twisting, and reaching may be required in completion of job responsibilities
  • Flexible work hours to accommodate the time differences for meetings and events as requested

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 equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, ethnic or national origin, ancestry, pregnancy (including childbirth or related condition), citizenship, familial status, mental or physical disability, veteran status, genetic information, other non-disqualifying disability, or any other characteristic protected by law. 

If you are in need of any assistance or accommodations due to a disability, please email To ensure the safety of our full community, APS is currently operating in a 100% remote capacity with all employees working from home.

We welcome you to apply today! 

This opening is closed and is no longer accepting applications
Powered by ApplicantStack