Editorial Assistant

POSITION SUMMARY

The Editorial Assistant/Permissions Coordinator is responsible for acting as a main editorial office contact by answering author and reviewer inquiries regarding manuscript submissions, maintaining accurate database files, preparing correspondence regarding publication decisions, and providing assistance to the editorial staff. In addition, this individual assists with permissions requests to reproduce material in APA publications.

DUTIES & RESPONSIBILITIES

• Act as customer service representative for the editorial office Answer main telephone line for editorial office. Respond to author and reviewer queries; screen and route calls for other staff members. Monitor the email accounts for all American Psychiatric Association's (APA) journals. All emails will be answered and/or addressed within one business day. Prepare Editor to-do lists. Create regular emails for the Editors that include the following information: new manuscripts just added to the Editor's box, manuscripts that need additional reviewers and manuscripts ready for the Editor's decision. Create weekly decision report. Compile a report of all decisions submitted during the week for the Editor's final review and approval.

• Monitor peer review progress. Thoroughly check all submitted papers to ensure adherence to submission requirements. Determine editor assignments for journals with multiple decision editors, invite reviewers from Editor recommendations and monitor invitation accepts/declines. Review queues for each journal to make papers move through the process in a timely manner and that no paper is unknowingly stalled in the process. Process accepted manuscripts. Transfer manuscripts from one APA journal to another. Ensure smooth article transfer from one title to another by taking all relevant information from submission's peer review experience at one journal and replicating it as a new submission requiring a publication decision at the transferee journal.

• Assist in maintaining the manuscript tracking database by adding suggested reviewers as permanent potential reviewers in the database, merging of duplicate user accounts, updating keywords and keeping user contact information up to date. Monitor bounce-back "message undeliverable" notices to determine when user accounts need to be updated with current email addresses. Perform internet searches to locate current emails for registered users.

• Coordinate Book Forum. Send invitations to potential book reviewers. Follow-up with reviewers on the status of their book reviews.

• Obtain permission for use of borrowed material in APA publications. Secure pdfs for articles that are being produced. Assist with the compilation of abstracts that are being reproduced.

• Various administrative duties as assigned. On occasion we do solicit editorial or other special submissions from thought leaders and as a courtesy upload their submission on their behalf. This would involve proxying as all individuals in the process, uploading the paper as the author and then accepting it as the Editor. Each year for each publication a report is run listing all the individuals submitting a review over a 12-month period. This list is then checked for completeness (degrees, full names) so that it can be handed over to production for publishing in an end-of-year expression of thanks.

COMPETENCIES

The Editorial Assistant/ Permissions Coordinator's performance on these duties and responsibilities will be measured using the following competencies:

SCOPE & IMPACT

• Act as customer service representative for the journals editorial office, monitor peer review progress for the APA journals, assist in maintaining the manuscript tracking database, coordinate Book Forum, and permissions and licensing requests for Publishing content.
• Supports the APA Publishing Journals department by performing the duties listed above and contributes suggestions to improve processes
• Success is frequently measured by the completion of individual tasks

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• Completes routine tasks while adhering to well-defined rules and standards. Opportunities are offered for minor problem solving as challenges arise. Encouraged to provide recommendations for process improvements.
• Work output is often a predictable product that is used by others to perform larger portions of the end result
• Identifies routine and predictable problems and recommends solutions to management

RELATIONSHIP MANAGEMENT & AUTHORITY

• Relationships primarily center on collaborative work efforts within the Journals department and Publishing division.
• Relationships primarily follow established protocol
• Relationships may include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communication
• Uses tact and discretion to obtain cooperation and understanding on routine matters

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a general understanding of Editorial Assistant/ Permissions Coordinator relationships and responsibilities within the department
• Demonstrates a general knowledge of Journals department policies, procedures, and terminology

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

• High school diploma required or 0-2 years of experience. BA/BS preferred.
• Experience with Microsoft Office
• Ability to set priorities, work both independently and as a part of a team, and deal tactfully with customers in writing and on the phone.