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Editorial & Features Administrator

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Editorial
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Elsevier
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GLO00122 Requisition #
Purpose of the Job:

To provide administrative support to the editors to assist them in the fortnightly publication of a high-quality primary journal. Responsibilities include the efficient processing of manuscripts through the peer-review process, and the establishment of good communication links between editors, authors and referees via effective liaison with internal and external contacts. Also, the maintenance of accurate records regarding manuscript submissions, subscriptions orders and permissions requests, and the generation of reports to enable editors to manage the reviewing and decision process effectively.

Main Activities and Responsibilities:
  • Assist in all manuscript administration, from receipt through to decision
  • Secure timely reviews by monitoring the reviewing schedule for all manuscripts and carrying out intensive daily chasing of referees to maintain the journal’s reputation for fast and efficient peer review 
  • Liaise between authors, reviewers and editors to ensure that manuscripts are processed in a timely and efficient manner
  • Carry out pre-acceptance checks on manuscripts in a timely manner to ensure that all manuscript files are production-ready and that the accepted manuscript pipeline is maintained
  • Provide all necessary administrative support to editors to ensure a fast and efficient manuscript peer review process
  • Manage information flow throughout the editorial team (in London and in Cambridge, Salt Lake City, Seattle USA) regarding the status of manuscripts under review
  • Maintain contact with US colleagues in production regarding accepted manuscripts
  • Co-ordinate administrative support in order to anticipate and manage journal absences
  • Order office supplies for team 
  • Book travel for editors
  • Send complimentary copies of journals to authors for the special issues
  • Seek and obtain copyright permissions from other journals for the usage of figures in the front matter of the journal
  • Compile complimentary subscription orders for the front matter of the journal and communicating them to the subscriptions team
  • Prepare and update material required for weekly editorial meetings (manuscript status sheets, lists of commissioned articles, information on accepted articles) and distribute to editorial team 
  • Maintain records of journal pages per issue, number and type of articles published, submission/acceptance dates for published articles 
  • Maintain an effective filing system for hard copies of permission records
  • Prepare and send advanced notice of CB content to relevant Cell Press and wider Elsevier editors to promote CB coverage in other journals
  • Record suggested transfers from CB to other Cell Press journals 
  • Flag manuscripts with appropriate tags in manuscript tracking system (e.g. with respect to prior manuscript history)
  • Provide eTOC tracking data to editors for each issue
  • Provide up-to-date copies of the progress sheets to the journal’s Managing Editor each week
  • Edit html pages to update the Collections of front matter articles on the journal homepage following the publication of each issue
  • Send details of free featured items in each issue to contacts in Cambridge US office for compiling the eTOC
  • Provide coverage for absences of Senior Editorial & Features Administrator on various production tasks: logging of front matter articles into PTS; uploading of Word and figure files for front matter articles to out-of-house production team for typesetting of front matter articles; downloading of typeset front matter files sent by out-of-house production team 
  • Assist Senior Editorial and Features Administrator with picture searches for the feature articles if required
Requirements:
  • Extreme attention to detail.
  • Strong problem solving techniques and ability to work as a member of a team as well as individually.
  • Excellent oral and written communication skills.
  • Able to organise and prioritise work, with excellent time management skills and ability to work to tight deadlines.
  • Strong customer service skills.
  • Able to show tact and diplomacy especially when dealing with external contacts.
  • Good technical abilities.
  • BA/BS relevant degree required. 1+ years publishing/administrative experience in a busy office essential.
  • Experience with Microsoft Office Suite: Outlook, Word, Excel, and other databases.
  • Knowledge of electronic submission systems, specifically Editorial Manager, is preferred. 

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