Work at APS >> Journal Services Assistant
Journal Services Assistant
Title:Journal Services Assistant
Department:Journal Operations
Location:Ridge, NY

Journal Services Assistant
Ridge, NY

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

APS seeks a Journal Services Assistant (administrative support). The Journal Systems Assistant works with our Editorial team to process to process correspondence, form letters, and reports related to scientific manuscripts and proofread database entries. This full-time position is based at the American Physical Society Editorial Office in Ridge, New York, on Long Island (LIE exit 68 near Brookhaven National Laboratory and Stony Brook University).

A Typical Week May Look Like This…
  • Processes incoming and outgoing correspondence, assuring integrity of database as well as quality and productivity standards
  • Verifies staff-generated special correspondence for quality control purposes
  • Receives author and referee telephone inquiries, based upon a system of confidentiality
  • 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
  • Ensures publication rights have been conveyed appropriately (i.e., transfer of copyright, creative commons license or other)
  • 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)
  • Calculates manuscript length checks, using a prescribed formula and application
  • Participates in departmental meetings
  • Distributes work to staff
  • 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, remote editors and publication vendors

This job may be for you, if you have the following qualifications:

  • Associate’s degree; BA/BS preferred (applicable experience in lieu of a degree will be considered)
  • Educational and/or professional background with emphasis on written communications preferred
  • Accurate keyboarding skills with minimum speed of 55 wpm
  • Technical skills and experience using database and software applications
  • Capable of working in a high-volume environment, receiving instruction from a variety of individuals and adapting to frequently
    shifting priorities
  • 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

More About Us!

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

  • 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
We strive to offer a collegial work environment with an emphasis on professional development, team building, and organizational excellence with a focus on sharing knowledge and valuing suggestions and ideas.  Other incentives for working at APS are: great health insurance benefits, generous 403(b) retirement plan, fun company events (charity fundraiser potlucks, summer picnic, parties) and paid time off. We offer the opportunity to work in a bright, modern office with new equipment using the latest and greatest technologies.

The American Physical Society is an equal opportunity employer, Minority/Female/Disabled/Veterans, and is committed to hiring diverse candidates. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, disability or veteran status. 

We welcome you to apply today!
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