Editorial Systems Assistant

Editorial Systems 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 more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.
Position Summary:
Join the American Physical Society (APS) as an Editorial Systems Assistant, playing a vital role in supporting the publishing of our scientific manuscripts. As the Editorial Systems Assistant you will review correspondence, accurately interpreting communications, and maintain database records. As a member of the Editorial and Publications Operations team, your contribution will be essential to the success of APS journals. If you excel in data entry, attention to detail and have excellent communication skills apply today!
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:

• Careful review of incoming correspondence is required to ensure the efficiency of the peer review process. Understanding the nature of each communication and accurately entering the appropriate database notations to reflect the intended purpose of the communication facilitates the smooth progression of each task to the appropriate next stage in the process.

• Understanding and judgment are required to make proper decisions about each piece of correspondence. Mastery of database tools used to indicate specialized information within the database, to update/correct database entries and to manipulate various file types is also required.

• Maintenance of the manuscript and referee databases is essential to this role. Newly submitted manuscripts are vetted to ensure they comply with APS requirements, particularly in terms of source file format (including graphics and tabular material) and completeness of all manuscript elements.

• Manuscript database records are initiated, appropriate flags entered to signify particular characteristics of the manuscripts, and PDF files created in support of the peer review and, potentially, production processes.

• Given the complexity of the manuscript documents submitted, this role is responsible for effective communication with authors regarding any unresolved or problematic issues. This requires composition of appropriate correspondence and/or completion of standard letters to include information relevant to the situation presented.

Education: Associates degree required. In lieu of an Associate's degree, relevant work experience may be accepted.
Experience, Knowledge, Skills, and Abilities:

• Minimum two years' experience in high volume correspondence processing, preferably in an editorial environment
• Ability to work in a high-volume environment with rapidly changing priorities.
• Knowledge of LaTex, Word, and PDF conversion desirable
• 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 work well with interdepartmental teams as well as independently.

Travel: Position may require some business travel to attend meetings and events as directed by supervisor.
Salary:
The salary range for this role considers the factors that are considered in making compensation decisions, including but not limited to skill sets, experience and training, and other business and organizational needs. APS's Compensation Philosophy is to manage salaries at the midpoint of the market. Therefore, it is the practice to hire within the entry - midpoint range.
Full Range: $35,636k/year - $53,454k/year (USD)
Target Range: $35,636k/year - $44,545k/year (USD)
Work Environment:
Our physical offices are located in College Park, MD, Washington D.C and Hauppauge, N.Y. We are operational in most US states. We are not operational in all 50 states. The APS has a "remote first" concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS allows flexible work hours; responsiveness is required, however, during the core 9 am to 5pm Eastern Standard Time workday.
Our Core Values:

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

Web Presence:
Company: www.aps.org
Social Media: https://www.aps.org/newsroom/social/index.cfm
Amazing 2024 Benefit Offerings:

• Flexible schedules and ability to work remotely
• 8% employer-paid retirement contribution
• Investment advisement services: 100% employer paid
• Medical benefits: PPO or HDHP option
• Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
• Lifestyle Spending benefit up to $2000.00 (USD) - 100% employer paid
• Dental benefits: individual coverage 100% employer paid
• Vision benefits: individual and dependent coverage 100% employer paid
• Basic Life & Accident insurance: employee coverage 100% employer paid
• Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
• Disability insurance: employee coverage 100% employer paid
• Voluntary Accident & Critical Illness insurance
• Healthcare, Commuter & Dependent care flexible spending accounts
• Vacation: 15 days annually
• Generous holiday leave: 17 paid days of significance; includes one week closure at the end of December
• Personal leave: 4 days annually
• Volunteer leave: 1 day annually
• Sick leave: 10 days annually
• Bereavement & Compassion leave: 2 -15 days based on loss
• 12 weeks employer-paid family leave
• College tuition reimbursement plan
• Job related seminar & continuing education
• Professional Certification/Recertification 100% employer paid
• Training and professional development; access to LinkedIn Learning on-demand courses
• Employee Assistance Program
• Mindfulness Meditation: live and on-demand classes
• APS does not offer relocation assistance/costs

The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, immigration status, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. 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 a reasonable accommodation, please contact APS Human Resources at hr@aps.org.
The "Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The "Pay Transparency Non Discrimination Provision," prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. 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!