Canadian Paediatric Society is Looking for Editorial Assistant Full Time

Editorial Assistant

Reports to: Senior Manager, Communications
Classification: Full time, permanent
Last updated: April 2023

OVERVIEW
Paediatrics & Child Health is the official journal of the Canadian Paediatric Society, and the only peer-reviewed paediatric journal in Canada. Its mission is to advocate for the health and well-being of all Canadian children and youth and to educate child and youth health professionals across the country. Paediatrics & Child Health reaches 8,000 paediatricians, family physicians and other child and youth health professionals.

The Editorial Assistant is the primary link between the journal’s Editorial Board and its publisher, Oxford University Press. In particular, the Editorial Assistant will work closely with the editor-in-chief and senior editors to manage the peer review process of scholarly articles and then with the production team to ensure that content is published in a timely manner.

The Editorial Assistant also provide administrative support to the communications team.

RESPONSIBILITIES

Paediatrics & Child Health: Planning and production (75%)

Coordinate the peer review process for manuscripts, which includes:

• Working with the editor-in-chief to assess new submissions and assign content to senior editors
• Sending reminders for missed deadlines
• Researching appropriate peer reviewers and making suggestions to senior editors as required
• Providing technical support for the online manuscript submission system
• Issuing decisions on editors’ behalf when requested
• Proactively reviewing the online manuscript submission system on a regular basis to see where assistance may be required (i.e., decisions that need to be issued, editors or peer reviewers that may require a reminder)
• Formatting accepted manuscripts and sending content to production for typesetting
• Offering training for new editorial board members
• Coordinate production of 8 issues annually including: line-up development with editor-in-chief; liaising with publisher staff, typesetters, and translator; submitting content to publisher; proofreading content.
• Keep publication process on schedule in print and online by liaising with senior editors, editorial board, publisher staff, reviewers, and invited editors.

Monitor the acceptance rate and prepare a report 3-4 times a year to keep editor-in-chief and publisher informed.

Identify challenges related to peer review or production in a timely manner

Work with the editor-in-chief and production team to identify and incorporate efficiencies into the peer review and publication processes.

Schedule and coordinate logistics for annual face-to-face meeting of the Editorial Board.

Coordinate promotion, selection and receipt of Noni MacDonald Award.

Answer general inquiries about the journal, and provide support to authors, peer reviewers, editors, and the editor-in-chief as needed throughout the peer review process.

Communications support (25%)

Provide administrative support for communications team

Coordinate requests for career ads in the CPS News/eNews and on the CPS website and ensure invoices are issued on a timely basis

Coordinate teleconferences (using online scheduling programs as well as through email with participants) for working groups and project teams

Coordinate translation of and maintain schedule for CPS policy documents.

Keep supplies of CPS stationary and business cards up-to-date.

Solicit quotes from contractors (eg., printers) for communications projects

Work with translator, designer(s), printer(s) and other contractors to coordinate print production process on communications projects and products.

EDUCATION, PROFESSIONAL DESIGNATION(S) & EXPERIENCE

• Post-secondary training in administration, print production, or related field
• At least 2 years’ experience working on a medical or academic publication
• Advanced skills in Microsoft tools: Word, Excel, PowerPoint
• Able to create and maintain schedules
• Knowledge of the print production process
• Familiarity with online manuscript review systems an asset
• Understanding of the journal publishing environment
• Strong English-language skills (grammar, style, punctuation)
• Experience working with volunteers and/or in a voluntary sector environment

Job Types: Full-time, Permanent

Salary: $39,400.00-$43,900.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Ability to commute/relocate:

• OTTAWA, ON: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 2 years (preferred)

Work Location: In person

Application deadline: 2023-05-12
Expected start date: 2023-05-22