Conference Publications Coordinator

About Conference Catalysts:

What started almost 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients' lives easier, optimizing the way our organizations operate, and creating life-long relationships through exceptional customer service and innovative software solutions.

Come see what it's like to be a Conf Cat!

Reports to: VP of Conference Management Operations (temporarily)

Location: Remote

Job Type: Regular, Full-time/Exempt

Summary of Position:

The Conference Publications Coordinator supports the planning, coordination, and delivery of conference-related publications, most commonly technical conference proceedings and associated publication deliverables. This role sits at the intersection of academic publishing and conference operations, ensuring submissions, peer review outputs, and final publication materials meet strict formatting, compliance, and deadline requirements.

The ideal candidate is highly organized, detail-driven, technically proficient, and comfortable managing many publication timelines simultaneously. They thrive in structured, deadline-driven environments, communicate effectively with diverse stakeholders, and enjoy ensuring complex technical content moves smoothly from submission through final publication.

Performance Evaluation:

Formal evaluations will be conducted in six-month intervals by the VP of Conference Management Operations to assess job performance.

Responsibilities and Duties:

Publication Workflow Coordination

Manage end-to-end publication workflows for assigned conferences, including configuration and management of submission platforms, peer review coordination, production readiness, and final publication delivery.

Maintain publication schedules and trackers to ensure milestones and deliverables remain on time across multiple conferences.

Coordinate collection, organization, and validation of author submissions, ensuring compliance with formatting and technical standards.

Support proceedings and publication preparation, including metadata validation, copyright collection, and compliance checks.

Support submission system data transfer to conference mobile apps

Stakeholder Communication & Support

Serve as a primary point of contact for conference publication logistics with conference organizers, program committees, authors, and internal teams.

Communicate submission requirements, deadlines, and publication standards clearly to contributors.

Provide guidance and troubleshooting support to authors and organizers navigating submission or publication systems.

Coordinate deliverables and timelines with external vendors and publishing platforms as needed.

Quality Control & Compliance

Conduct detailed quality checks on publication content to ensure accuracy, formatting consistency, metadata integrity, and compliance with publishing standards.

Ensure copyright forms, permissions, and publication requirements are completed and documented appropriately.

Identify publication risks or timeline issues early and recommend solutions to keep projects on track.

Systems & Process Support

Utilize submission and review platforms to track content status and publication readiness.

Maintain documentation, templates, and checklists supporting consistent publication delivery.

Recommend and support process improvements to streamline publication workflows and reduce errors.

Cross-Functional Collaboration

Work closely with conference management teams to align publication timelines with conference milestones and program schedules.

Support final deliverable coordination with digital libraries or indexing repositories as required.

Assist with post-publication activities such as final archive organization and confirmation of publication delivery.
Required Experience, Skills, and

Education:

Bachelor's degree in business administration, management, communications, or related field. Or relevant combination of education and experience.
3+ years of experience in publications coordination, conference…