Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Editorial Asst (Jrnls) (Gr7)
Job Title
Editorial Assistant
Department
Administrative Support | Publication Pacific Affairs
Compensation Range
$4,460.00 – $4,686.00 CAD Monthly
Posting End Date
September 9, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This is a part-time, term position at 70% FTE (24.5 hours per week) and salary indicated above will be prorated accordingly.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
To provide administrative and operational support to the unit. Works under the guidance of the Editor and Managing Editor of Pacific Affairs. Manages both article and book review processes.
Organizational Status
Pacific Affairs has one part-time Editor, one full-time Managing Editor, one part-time Book and Film Review Editor (0.3), one part-time (0.7) Editorial Assistant, CUPE Level A, Grade 7. The Managing Editor reports to the Editor, with the Editorial Assistant and Book and Film Review Editor reporting directly to the Managing Editor and the Editor.
Work Performed
Articles
The Editorial Assistant is responsible for managing the processing and flow of submitted manuscripts and reviews from initial author contact and submission, through Associate Editor assignment, review, revision, editorial decision, and transfer to the Managing Editor for production. Proofreading final copy is also required. The Editorial Assistant must provide prompt and efficient customer service to authors, reviewers, Associate and International Editors, and production staff.
The Editorial Assistant makes independent decisions on all matters related to the receipt, processing, assignment, and review of manuscripts, coordination of manuscript handling with Associate and International Editors, maintaining physical and electronic filing system for all manuscripts under review, composing the content of communications with Editors and reviewers, and the initial communications with authors, and coordinates with Managing Editor on setting closing date for each issue.
Maintains accuracy of all manuscripts currently under review which includes: ensuring all commissioned referees receive reminders regarding due dates; informing paper authors of the status of their paper if there are delays; reminding authors of papers under revision of approaching due dates; providing referees with an update once an editorial decision has been made on a paper.
Miscellaneous other duties include: maintains statistical records of all production and activities under their purview to be used in the compilation of the annual report presented at the annual Board Meeting , maintains the journal database of external reviewers, copyediting for proper romanization according to journal standards for papers containing Chinese- and Korean-language sources ;and assisting with data compilation for the grant applications.
Makes independent and informed decisions on accelerated deadlines regarding submissions to ensure journal’s rigorous production schedule is maintained;
Evaluates internal quality and assigns a grade for all manuscript reviews to help maintain a high-quality and ensures the invitation of the most engaged and effective reviewers;
Book Reviews
The Editorial Assistant is responsible for managing the processing and flow of book reviews from the initial acquisition of the book, entering the bibliographic details into the database, securing a reviewer under the direction of the Associate Editor (AE) in charge of the region, processing the review once received. Further details as outlined below
Performs online bibliographic searching and enters details in database;
Inputs bibliographical data of all books received into our database, a process requiring great attention to detail;
Compiles lists of review copies received and sends to Associate Editors for assignment of reviewer;
Searches for Reviewer whereabouts and sends out invitation to review;
Communicates with reviewers to ensure journal styles are adhered to and deadlines are met; sends regular reminders;
Proofreads bibliographic data, Table of Contents, articles and Book Reviews for each issue;
Generates and edits index annually for inclusion in the December issue;
Distributes pdf to authors and publishers; generates quarterly list of publishers;
Maintains database archive; updates book review templates and other book review forms
Prepares and maintains database of book review agreements;
Assists Associate Editors with book review assignments by generating correspondence and instructions to Reviewers;
Receives and checks reviews as per PA Style Guide; prepares reviews for copyediting;
Prepares article and book review statistics for annual Executive Board meeting, grant applications, and other special requests;
Record & compile list of books that were received but not reviewed.
Administrative support
Consequence of Error/Judgement
The Editorial Assistant will work with some degree of independence, under the supervision of the Editor and Managing Editor. Many job tasks, particularly relating to the handling of submitted manuscripts and book review assignments, and correspondence with authors and reviewers, will be relatively standardized, with some freedom to select actions and methods within an established framework of procedures and accepted practices (under the direction of the Editor and Managing Editor). The incumbent must exercise sound judgment in all administrative areas and maintain positive relations both with respect to the internal operations of the journal (editors, production staff, departmental colleagues) and external stakeholders (editorial advisory board, reviewers, authors). The incumbent is required to alert the Editor or Managing Editor in the event of any unusual or problematic situation that may affect the journal’s operations or reputation. Close attention to detail, appreciation for accuracy and professionalism, and ability to work to deadlines are essential. Errors or incorrect work or decisions as a result of incompleteness, missed deadlines, lack of attention to details etc., could result in lost opportunities and delays for other staff, a loss of revenue of up to thousands of dollars, or embarrassment to Pacific Affairs.
Supervision Received
Work would typically be checked by the Journal Editor and Managing Editor.
Supervision Given
Provides training and delegates work to work learn students on data inputting for book reviews, and on mailing processes. Supervises student’s work and offers feedback.
Minimum Qualifications
High School graduation, plus two years of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Bachelors Degree is considered an asset. Track record of working independently within established protocols and procedures, maintaining professional communications with academics, some understanding of library systems and bibliometrics, are also required. Ability to work efficiently within tight deadlines while maintaining accuracy is crucial. Proven ability to work in a collaborative environment. Excellent interpersonal and written/oral communication skills; an ability to sustain positive professional relationships with editors, authors, and reviewers, production and administrative staff are desired. Proficient in using Excel, Word, FileMaker Pro and other widely used software packages; Mac OS X operating environment. Ability to romanize the Chinese and Korean languages using the acceptable romanization schemes is required.
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