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The Editorial and Special Projects Coordinator position assists several areas within the Publishing department including Editorial, Marketing, the Optics & Photonics News magazine and the office of the Deputy Executive Director. The tasks associated with each of these differ and comprise daily, weekly, and monthly activities as well as one-off projects. Primary responsibilities include:
Editorial (80% of time):
Data gathering and preparation of editorial reports for all journals (e.g. submissions, Impact Factor, diversity, and other statistics).
Manages and responds to incoming copyright permission requests, granting permission and generating invoices as needed.
Monitors Optica Publishing Group indexed content in Web of Science to ensure all appropriate articles are included. Notifies Web of Science if any content is missing and follows up until content is included.
Helps with editor, reviewer, and author recognition activities, for example, sending certificates and drafting social media posts.
Assists with outreach activities for journals, including monitoring status of manuscripts, collecting author summaries, collecting author feedback, selecting content to feature on social media, and other tasks as assigned.
Coordinates notifications to authors whose articles have been selected for special promotion.
Handles logistics, compilation of ebooks, and preparation and distribution of minutes for select governance meetings.
Coordinates the biennial project with vendor, Straive, to calculate time-to-publication for select competing journals.
Manages Library of Congress copyright /journal copy deposits and logs certificates.
Completes other editorial tasks as assigned and prioritized.
Optics & Photonics News Magazine (15% of time):
Requests, secures and tracks permissions for images used in the magazine.
Tracks, records and files electronic images received for OPN’s Image of the Week and other online image features.
Collects, tracks and stores copyright transfer agreements for OPN.
Office of Deputy Executive Director (5% of time):
Drafts correspondence and documents for internal and external meetings and carries out various administrative duties (e.g. prepares expense reports, files documents, answers phone, etc.).
Handles logistics associated with various departmental parties and events (e.g holiday party, potlucks, etc.)
Ensures that the department has adequate supplies. Coordinates with IT regarding operational issues with photocopier or printers.
Manages production of end of year bound journal volumes.
Organizes and ensures mailing of annual holiday cards to key constituents for the department (roughly 2,000 each year).
Handles other projects as assigned and prioritized.
Skills and Abilities
Undergraduate degree required.
Excellent oral and written communication skills required.
Proficiency with current Microsoft office suite required. An ability to easily learn and utilize new technologies desired.
Ability to manage multiple projects that require complex scheduling.
Possesses strong organizational skills and is detailed oriented.
Ability to work successfully in a team environment, taking direction from 3-4 key team members
Ability to work collaboratively as well as independently and bring projects to their successful completion.
Ability to work in a highly confidential manner.
Ability to problem-solve.
Ability to work under pressure and prioritize tasks yet demonstrate flexibility as required.
Ability to act diplomatically and elicit cooperation from internal and external audiences.
Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to firstname.lastname@example.org.
Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, age, sex, national origin, disability, religion, marital status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation, or any other basis prohibited by law.
Optica (formerly OSA) is dedicated to promoting the generation, application, archiving, and dissemination of knowledge in optics and photonics worldwide. Founded in 1916, it is the leading organization for scientists, engineers, business professionals, students, and others interested in the science of light. Optica’s renowned publications, meetings, online resources, and in-person activities fuel discoveries, shape real-life applications and accelerate scientific, technical, and educational achievement.
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