Temporary - Publications Assistant - 240179 : N/A

Description

The overall purpose of this position is responsible for assisting in the publication process for the Power & Energy Society journals; coordinating activities across publications handled by the PES Publications Office and plays a critical role in advancing the Society’s mission to speed the time from manuscript submission to publication by releasing papers into the review process in a timely manner and assisting other members of the PES Publications team as well as the Editors in Chief in follow up and reminders to reviewer / authors, etc.  The incumbent must keep team goals in sight at all times and be ready to step in to help achieve those goals for all of the Society’s journals.
The role typically reports to senior Manager of Publications and will not manage any direct reports. This position works under general supervision and will have the necessary guidelines to make decisions.
Essential Functions:
Specific duties include but are not limited to:
·       Provides initial verification of paper submissions to select PES Transactions. 
·       Ensures that the paper adheres to PES formatting requirements.
·       Verify that all authors listed on the paper are not on the IEEE Prohibited Authors List.  All authors listed on the paper are in the author supplied data area of the paper management site (Scholar One  - Manuscript Central). 
·       Should the paper not meet all of the criteria in order to be released; this position will be required to document what is missing or incorrect in Manuscript Central, and un-submit the paper and notify the author.
·       Submit papers manually through Ithenticate, the IEEE plagiarism check system when automatic submission fails.  This person will also be responsible for providing technical support to authors of newly uploaded manuscripts.
·       Run Monthly Overdue Reviewer Score Reports, Bi-Monthly Overdue Select Reviewers Report, & Bi-Monthly Overdue Make Recommendation Reports for all PES Transactions Journals.
o   Send Reports to EICS
o   Send out Editor reminders when appropriate
·       Various correspondence with authors, EICs & Editors including responding to emails that go to the PES Status email box and that go to the PES Mailbox.
·       Handle status inquiries for all authors.
·       As required, scheduling paper sessions, poster sessions, and committee meetings as assigned for the General Meeting, ISGT NA, and T&D.
·       Process expense reports when assigned by Concur and/or by the PES Administrator.
·       Assist Sr. Administrator as well as the department Administrators when necessary.
·       Administrator for IEEE Transactions on Energy Markets, Policy & Regulation
o   Provide technical support for end users of the on-line manuscript submission system.
o   Coordinate and track the process for the publication of technical papers. Schedule issues ensuring that PES maintains the designated page budgets or required approvals to exceed the designated page budgets are obtained.
o   Send cover changes to the Publications Department when needed.
o   Check proofs of the tables of contents and covers.
o   Post a listing on the PES website of the papers in the most recent issue of the Transactions and link the titles to the abstracts in IEEE Xplore.
o   Supply eBulletin announcements of the latest issues.
o   Process discussions and closures.
o   Provide statistics when requested.
o   Update and maintain the content on the Transactions web pages.

Qualifications

Education and Experience:
·       High School Diploma is required. Additional college course work is a plus.
·       Must have 2-3 years of professional experience
 
Skills & Other Requirements:
 
·       Sufficient proficiency in application and execution of word processing and data bases to troubleshoot and correct problems on a daily basis.
·       Intermediate level of knowledge of Microsoft Word and Excel is a plus.
·       Ability to balance multiple tasks and priorities and to work independently and in a team setting with minimal supervision.
·       Strong oral and interpersonal skills with ability to interact effectively and courteously with staff, management, volunteers and consultants
·       He/she must have a good work ethic and attitude.
 
 
For information on work demands and conditions required for this position, please consult the reference document, “Physical, Mental, and Work Environment Standards for IEEE Positions.”  This position is classified under Category I – office positions.
IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
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Disclaimer:  This job description outlines the general nature and key features performed by various positions that share the same job classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job.  Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. 

Job : Administration

Primary Location : United States-New Jersey-Piscataway

:

Schedule : Full-time

Job Type : Temporary

Job Posting : Aug 14, 2024, 1:49:32 PM