Editorial Assistant; Remote

About the job Editorial Assistant (Remote)

DESCRIPTION OF RESPONSIBILITIES:

• Processing and Preparing Manuscript Submissions for Peer Review:
  Monitor EIDs manuscript submission portal for new and revised manuscript submissions;
  Check for application of journal submission guidelines based on author-selected article type;
  Add line counts and double line spacing to articles when needed;
  Ensure the journals Author Checklist is complete and submitted with each article;
  Re-order author files as necessary to comply with journal style;
  Establish that all author submitted files display fully and without error in articles PDF view, including resaving problematic figures as needed to provide correct visual for reviewer use.;
  Resave tables with excessive page breaks or length at a reduced size and alternative page orientation for readability.
• Supporting Copy Editors Assigned to Accepted Articles:
  Processing papers upon preliminary eXtyles software training;
  Authenticating references and formatting tables;
  Proofreading support include, but is not limited to, journal style adherence, grammar, spelling accuracy, confirmation of editorial changes made or needed, and flagging of inconsistencies in order, quality, appearance, counts, etc. of figures, tables, or videos supporting each article.
• Supporting EIDs Manuscript Submission Process:
  Assisting authors, associate editors, and peer reviewers with their accounts in EIDs Scholar One/Manuscript Central submission portal by verifying email and account name information, documenting issues and informing the editor-in-chief, deputy editor-in-chief, or managing editor of the issues via an email as necessary;
  Documenting inquiries from authors concerning status of their manuscripts;
  Receiving new or revised files directly from authors linked to papers in progress and adding them to submitted manuscripts or routing them to copy editor assigned;
  Forwarding emails to appropriate staff regarding journal submissions questions or corrections;
  Responding to phone calls and emails related to customer inquiries, mailing lists, or other aspects of EIDs operations by answering questions or offering guidance within one business day;
  Collecting information needed to fix issues;
  Informing the managing editor of problems or issues that require his or her intervention;
  Performing day-to-day peer review coordination by checking the new submissions received daily in Scholar One to ensure EIDs requirements for formatting, word count, and graphics standards are met;
  Advancing for review those submissions that adhere to the critical guidelines for manuscripts;
  Notifying the editor-in-chief via email of the precise nature of any major problems with the submission so he or she can determine whether to reject, assign, or return the submission to the authors for correction.
• Supporting the Journal Administrator in the maintenance of multiple mailing lists for the annual EID Calendar distribution:
  Responding to requests for address changes and additions and then making these changes in the associated Excel documents and/or in Scholar One accounts when applicable;
  Cleaning up the Excel reports from Scholar One run annually to capture names, emails, and addresses of reviewers for the current year by removing duplicate entries, adding missing key address details and resolving address contradictions while making necessary updates to related Scholar One accounts as needed. Managing bounce backs when calendars are not delivered by attempting to contact subscribers one time via email for correct address and remove from lists if no response is received.
• Other Areas Requiring Support for Journal Administrator:
  Responding to messages related to undeliverable emails generated by Scholar One by contacting the account creator for correction and resending the previously undelivered email after making the address correction in Scholar One;
  Forwarding the Editorial Assistants response to any author inquiry on a manuscript overdue by one day or more to the Journal Administrator to add to the weekly report to the deputy editor-in-chief;
  Providing date extensions to Copy Editor or Production Checklists as needed;
  Running select Scholar One reports identified by the Journal Administrator;
  Assigning accepted manuscripts for publication to copy editors upon request;
  Monitoring the journals EIDeditor mailbox on a rotating schedule.
• Meeting attendance when Working Remote:
  Planning availability to attend weekly Team Staff Meetings on Thursday (with a monthly meeting option on the CDC campus if local);
  Attending monthly Production and Copy Editor Meetings.
• Clerical and Office Tasks:
  Supporting the editor-in-chief, deputy editor-in-chief, and managing editor by scheduling and preparing for meetings, organizing files, assisting with correspondence, and carrying out other similar tasks;
  Preparing handouts, agendas, and other materials for staff meetings, projects, and presentations;
  Securing meeting spaces for regular EID staff meetings and…