Publication and Academic Programs Specialist

Publication and Academic Programs Specialist

Department: SOM Wichita Academic and Student Affairs (ASA) – Medical Education

Position Title:

Publication and Academic Programs Specialist

Job Family Group:
Professional Staff

This position is primarily responsible for managing Kansas Journal of Medicine (KJM) operations, including manuscript submission, peer review, and publication processes. KJM is published on a bi‑monthly schedule and this position supports and ensures deadlines are met. This position also supports required student enrichment programs and oversees the placement of medical students in hospitals and clinics during pre‑clerkship years, ensuring meaningful experiences that enhance learning beyond the classroom.

A cover letter and resume/CV are required to be considered for this position.

• Oversee the full publication process for KJM, including creating and publishing bi‑monthly issues, and coordinating with writers, editors, and designers to ensure all content is high quality and aligned with the KJM brand.
• Manage new submissions by recording them and sending them to the review stage in Open Journal Systems (OJS).
• Prepare submitted papers for the peer review process.
• Work with authors to obtain completed author agreements and license‑to‑publish forms, and to secure any required permissions for third‑party materials.
• Assist authors with editing manuscripts.
• Support faculty and researchers by editing and formatting their manuscripts to align with the author’s instructions.
• Edit and format all submissions to KJM and involve all necessary reviewers and editors.
• Serve as quality‑control lead for KJM, ensuring content goes through multiple stages of review.
• Assist with the final review of the bi‑monthly issues.
• Distribute published issues school‑ and community‑wide.
• Send bi‑monthly issues to bundler for XML conversion for PMC indexing.
• Create designs for journal covers for KJM and prepare articles for upload to Pub Med.
• Maintain a consistent, rigorous quality control system for articles, including a described peer review process on a public information page about the journal, as well as a plagiarism check for all articles.
• Serve as the primary point of contact for KJM.
• Provide authors and editors with access to usage statistics.
• Respond to inquiries about guidelines, submission types, and formatting.
• Assist in resolving issues with OJS.
• Help OJS users create accounts.
• Address and resolve any problems related to Pub Med Central (PMC) or Digital Commons License (DCL).
• Support the Assistant Dean for Undergraduate Medical Education in all KJM‑related activities.

• Provide administrative support for academic programs such as Certificates of Distinction, Honors, Scholarship, Enrichment, and Remediation (SER) Weeks, and Phase II Medicine as a Profession Weeks (MAP) and Ethical Dilemma in Medicine (EDM).
• Enter student information into Oasis and Blackboard platforms and generate reports when needed.
• Act as a proctor for NBME accommodations testing.
• Assist with organizing the annual School of Medicine Research Forum.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It only is a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

This will be an onsite position, working with medical trainees, faculty and staff. Hours typically 8am to 5pm. Occasionally work flexible hours to accommodate student needs.

• Education:
  
  High school diploma
• Work Experience:
  
  Minimum of 3 years working experience with manuscript management systems, i.e., academic or medical publishing, or scientific/medical communications; or a combination of experience and relevant education.
• Familiarity with independent management of publication plans, journals, vendors, and compliance (e.g., GPP, ICMJE)
• Experi…