Publications Coordinator

Found in: Appcast Linkedin GBL C2 - 2 weeks ago

Washington, United States Robert Half Full time

A Robert Half client is seeking a highly organized and detail-oriented Contract Publications Coordinator to assist the Annual Meeting Publications Specialist with the pre-production processes of Annual Meeting publications.


About the Role

In this fast-paced contract role, you will play a critical role in supporting the Annual Meeting publications team by managing the abstract submission, peer review, and pre-production processes. You will be responsible for communicating with authors, presenters, reviewers, and meeting officials, ensuring a smooth and efficient experience for all parties involved.


Abstract Authors and Moderators Processes:

  • Assist with testing the abstract submission system and update online resources.
  • Communicate with abstract authors throughout the submission and preparation phases, addressing their questions and concerns.
  • Support the invitation and system onboarding of oral session moderators.
  • Communicate instructions and deadlines to abstract presenters and moderators.
  • Provide customer service and technical support to users of the online system, including authors, presenters, reviewers, and meeting officials.
  • Process refunds for duplicate submission fees.
  • Respond to inquiries from members and non-members regarding abstracts.
  • Monitor the abstract inbox and address any questions promptly.

Abstract Peer-Review Processes:

  • Support the nomination process for abstract reviewers.
  • Communicate with reviewers throughout the review process, addressing their questions and concerns.
  • Assist with scheduling abstract reviewer conference calls and assigning staff volunteers.

Annual Meeting Publications Pre-Production Processes:

  • Create sessions and manage logistics within the online meeting management software.
  • Edit abstracts within the online system.
  • Test and ensure the accuracy of outputs for the Annual Meeting abstracts, Program Notebook, Web Program, and Online Scheduler.
  • Collaborate with staff and vendors to guarantee timely preparation of Annual Meeting content for export.
  • Coordinate the review of abstract proofs by staff volunteers.
  • Train staff on the use of the Annual Meeting management software.


Requirements:

  • Bachelor's degree required.
  • Minimum of three years of administrative experience in a business setting, preferably supporting multiple individuals in a deadline-driven environment.
  • Prior experience working within a non-profit association is a plus.
  • General knowledge of publications processes, peer review, and abstracts.
  • Detail-oriented and customer service focused, with exceptional organizational skills and the ability to multitask effectively.
  • Strong problem-solving skills and a keen eye for detail.
  • Excellent written and oral communication skills.
  • Proficiency in Microsoft Office Suite, Zoom, database management software, and internet navigation.

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