Publication Assistant to Editor-in-Chief (Department of Epidemiology)

Johns Hopkins University•Baltimore, MD

16h•Remote

About The Position

We are seeking a Publication Assistant who will provide comprehensive administrative, editorial, and operational support to the Editor-in-Chief (EIC) of the American Journal of Epidemiology (AJE). This role supports the day-to-day functions of the journal, including Editorial Board coordination, manuscript technical review, meeting and event planning, publisher liaison activities, and editorial correspondence. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced scholarly publishing environment.

Requirements

High School Diploma or graduation equivalent.
Two years related experience.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Nice To Haves

Working knowledge of Microsoft Word, Excel, and Zoom.

Responsibilities

Coordinate all administrative functions related to the AJE Editorial Board, including scheduling and supporting quarterly Zoom meetings for 60+ board members across multiple sections.
Prepare, distribute, and maintain meeting minutes and related materials.
Maintain accurate and up-to-date Editorial Board membership records, including appointments, section assignments, and contact information.
Track annual board member participation and engagement to support the EIC in reappointment and membership review decisions.
Coordinate onboarding and orientation for new Editorial Board members, including journal system access and expectations.
Ensure the journal’s online Editorial Board roster and related information remain current, coordinating updates with the publisher as needed.
Perform technical reviews of accepted manuscripts using a detailed checklist and applying house and AMA style.
Review manuscript submissions for completeness, including references, tables, figures, supplementary/web materials, and required documentation.
Review and edit figure files as needed to ensure readiness for production.
Compile and communicate detailed instructions to authors regarding missing or incomplete submission elements.
Assist with preparation of materials for special issues, editorial projects, policy documents, and editorial commentaries.
Support tracking and reporting of editorial data, including manuscript activity, board engagement, and other journal metrics.
Schedule and coordinate all Zoom meetings and related logistics for AJE editorial matters, including meetings involving editors, authors, reviewers, and publisher representatives.
Plan and coordinate the annual Editorial Board reception and dinner at the Society for Epidemiologic Research (SER) Annual Meeting, including invitations, venue coordination, and event logistics.
Coordinate scheduling and logistics for additional AJE-related meetings, events, and annual editorial gatherings, including the joint editors meeting for Johns Hopkins journals.
Serve as an administrative liaison for routine coordination with the journal’s publisher, Oxford University Press.
Coordinate recurring meetings and communications related to journal operations, strategy, and ongoing initiatives.
Assist with updates to journal website content, including Editorial Board information, EIC details, and announcements.
Support journal-related communications for affiliated publications and initiatives as needed.
Manage access and administrative coordination for journal communication platforms, including social media accounts, as directed.
Provide direct administrative support to the EIC, including calendar management, scheduling, and prioritization of journal-related activities and deadlines.
Manage and triage editorial correspondence from authors, reviewers, associate editors, and external collaborators.
Draft routine correspondence and acknowledgments on behalf of the EIC.
Coordinate travel arrangements, conference registrations, and expense reimbursements related to journal business.
Compile data and materials for annual reporting, journal recognition initiatives, awards, and other editorial projects.
Assist the EIC with special assignments and ad hoc projects as needed.