Editorial Assistant - Proceedings of the National Academy of Sciences

Job Description Summary:

The Proceedings of the National Academy of Sciences (PNAS), a peer reviewed journal of the National Academy of Sciences (NAS), is an authoritative source of high-impact, original research that broadly spans the biological, physical, and social sciences. The journal is global in scope and submission is open to all researchers worldwide.

The Editorial Assistant provides administrative support for the processing and peer review of standard manuscript submissions. Handles routine phone and email inquiries from authors and reviewers. Works closely with the journal’s editorial board to facilitate the peer review process for articles submitted to PNAS. Reports to the Assistant Managing Editor or Senior Editorial Coordinator and keeps them informed about problem papers.

Job Description:

ESSENTIAL JOB DUTIES 

• Responsible for overseeing all aspects of peer review coordination from submission to transmittal for research articles (Direct Submission and Brief Reports) 

• Complete quality control checks for incoming research articles 

• Correspond with authors, editors, and reviewers about needed items, deadline extensions, pending submissions, and status inquiries  

• Notify authors of manuscript decisions 

• Screen revisions for plagiarism and escalate to editorial ethics manager as needed 

• Monitor updates to the online submission systems and ensure requisite changes are made to the Information for Authors  

• Merge or update reviewer records with current information to maintain an up-to-date database/reviewer pool 

• Transmit manuscripts to production vendor 

• Act as the point of contact for production queries received from the production vendor 

• Contribute input for enhancements to the submission system 

• Perform a variety of clerical and administrative tasks such as answering general queries sent to the editorial inbox and answering the telephone

• Special projects and additional tasks as assigned  

NONESSENTIAL JOB DUTIES
• Related duties and special projects as assigned.

JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities:

• Communication – Ability to compose clear and professional communications with various stakeholders. Excellent communication skills with a proven ability to effectively interact with all levels of employees and external stakeholders.

• Teamwork – Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.

• Decision Making/ Problem Solving – Ability to solve problems with supervisory consultation and by following rules, procedures, and precedents.

• Quality, Excellence & Service Orientation – Demonstrated concern for excellence in quality of work and the experiences of stakeholders involved.  

• Integrity & Professional Judgment - Ability to handle sensitive or confidential information with discretion and exercise sound professional judgment.

• Experience working in complex environments with a high degree of organizational effectiveness.

• Organizational Effectiveness / Navigating Complexity - Ability to operate effectively in complex, multi-stakeholder environments, manage competing priorities, and maintain organizational alignment.

Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.

Minimum Experience: One year of related experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to an Assistant or Associate Managing Editor or a Senior Editorial Coordinator. Supervisor is available to assign work and assist in problem resolution.

Compensation & Benefits: An estimated compensation range for this position is $18.44 - $23.05 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.  This is a benefits-eligible position.  Our Benefits Plan offers competitive and comprehensive benefit options, including