Publications Program Specialist

IEEE•Los Alamitos, CA

15h

About The Position

The Publications Program Specialist plays an essential role in supporting the success of IEEE Computer Society's (IEEE CS's) scholarly publications (magazines and journals) and the activities and initiatives of the Publications Board. The role's key responsibilities include project management, operations analysis, and portfolio management support for IEEE CS's transactions and magazines and their volunteer communities. The incumbent will contribute to the quality and success of IEEE CS periodicals through the following job activities: providing support to Editors in Chief for several magazines and transactions; driving the Periodicals volunteer recognition programs; guiding and providing project management support for Editor in Chief searches and reappointments; coordinating the creation, review, and routine updates to periodicals' program policies and documentation; completing website updates/audits for Editorial Board membership listings and Calls for Papers; providing occasional guidance, support, and quality assurance on special issue handling; collecting and updating annual periodicals/publications data for relevant dashboards; monitoring Editor in Chief budgets; supporting select publications' volunteers for periodicals reviews and editorial board meetings; assisting with plagiarism screening reports; and other duties and projects as assigned. The position will work within the IEEE CS Publications team, and will attend meetings and provide support and updates on projects as needed. The incumbent will provide communications and project management as needed on ad hoc IEEE CS Pubs Board committee initiatives. The role will support strong volunteer engagement and efficient portfolio guidance and support, to ensure the high-quality and timeliness of our publications. The role typically reports to a manager and manages no direct reports. This position works under light supervision.

Requirements

Bachelor's degree or equivalent experience English, business, or other relevant technical field Req
2-4 years Editorial or project management experience, preferably in or one or more STEM content areas, association management, scholarly publishing, or related fields Req
Must demonstrate strong interpersonal skills, including the ability to work diplomatically and tactfully with volunteers (IEEE CS leadership structure and other contributors), various IEEE staff teams, as well as vendors and others to set and enforce deadlines, set expectations, and provide (or gather) feedback and encourage appropriate action to ensure timeliness and quality throughout our publishing program, magazines, journals, and the like.
Must possess excellent language, editing, and organizational skills.
Demonstrated publishing, scholarly publishing, or communications experience, including online or digital production and design.
Experience in webpage design and navigation; working knowledge of online platforms like WordPress and SEO concepts.
Must be able to use content management systems and be able to learn computer systems associated with editorial and web activities, and to seek out technology solutions to business challenges.
Must have strong facility with word-processing, spreadsheet, presentation, email, and database computer programs.
Must be able to work in a team environment, participate in and assist joint projects and efforts, not only within the publications department but also in coordination with departments and teams within the organization.
Excellent organizational and project management skills, as well as a high attention to detail.

Nice To Haves

Knowledge of computing and engineering fields, industry, and terminology is desirable.

Responsibilities

Providing management and support for the IEEE Computer Society’s Editor, Reviewer, and Author recognition programs. This includes running the IEEE Computer Society’s Best Paper Awards Program, ensuring the publication of annual Reviewer Thanks announcements, selection of editorial board Gifts/certificates, and so on.
Providing support for individual periodicals and their Editors in Chief as needed, to include attending meetings, communicating with the editorial board and authors, checking progress of content handling in various IEEE systems, participating in periodicals reviews (Periodical Review and Advisory Committee [PRAC]) reviews, and ensuring timeliness and adherence to IEEE policies. This will require an understanding of IEEE's Publication Services and Products Board (PSPB) Operations Manual policies regarding Peer Review and the role of the Editor in Chief, as well as the IEEE CS's Policies and Procedures Manual as it relates to volunteer activities in the Publications program, as well as other relevant IEEE policies and guidance.
Providing administrative management and support for Editor in Chief Searches and Reappointments, including working with the volunteer committees and the publications board, creating and maintaining forms, documentation, scheduling, and guidelines; assisting with any compliance/integrity checks; providing guidance to committee members; arranging meetings; working with other staff to ensure that the milestones are met by the desired timeline.
Routinely review and update the IEEE CS periodicals website for Editorial Board nominations and changes, content guidelines changes, reviewing annual changes, and posting/updating announcements.
Monitoring the periodicals’ special issue calls for papers alias and website alias and reviewing and posting the CFPs for IEEE CS’s 30 publications.
Providing special issue tracking and support across the portfolio to ensure all policies and procedures are followed, and to ensure communications are made in a timely manner.
Coordinating and facilitating the review and update of IEEE CS author, editor, and reviewer- facing guidance, documentation, and policies to ensure they reflect current policies and procedures.
Regularly review and track EIC budgets and handle queries regarding the process and policies for Volunteer Travel and Editorial Board expenses.
Maintain the data tracking for IEEE CS periodicals metrics, including submissions, subscriptions, usage, and so on, for staff and volunteer leadership.
Assist with handling plagiarism screening reports, creating and running reports in ScholarOne, updating templates and data tracking in ScholarOne, creating volunteer-facing guidance for ScholarOne users.
Use IEEE’s publishing databases and systems to monitor efficient handling of articles and completion of issues when needed.
Provide planning and administrative support for Editorial Board meetings, including updating slides with current data.
Assist with drafting, reviewing, and proofreading issue proofs and communications, as needed.
Work with IEEE and IEEE CS staff and volunteers on other activities relating to the IEEE CS publishing program.
Other duties as assigned.