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editorial and service coordinator

4 months ago

Minneapolis, Minnesota, United States American Academy of Neurology Full time

Great People. Great Mission. Great Benefits.

Join a diverse community of fun, energetic, and dedicated professionals who are committed to supporting neurologists worldwide in providing exceptional care to their patients. The AAN's headquarters, established in 2012, is housed in a stunning, energy-efficient office located in downtown Minneapolis's dynamic Mill District. Our location offers easy access to the light rail, major bus lines, ample parking options, walking/biking paths, and a myriad of dining and entertainment choices, making it a vibrant hub for everyone.

POSITION SUMMARY:

The Editorial and Service Coordinator provides editorial and administrative support to the Manager, Journal Editorial & Content Development and the Senior Publications Assistant. This position provides customer service to authors, reviewers, and potential submitters to the Family of Journals to swiftly offer solutions, in alignment with the journal's mission and vision, and assists with maintaining and updating processes and standard operating procedures.

ESSENTIAL ACCOUNTABILITIES:

Neurology Journal Customer Service

  • Actively engages with readers, users, reviewers, authors, and potential submitters to resolve answers according to author instructions and Editorial Office policies
  • Maintains thorough knowledge of author instructions and policies to effectively communicate with authors.
  • Provides author and reviewer customer service support
  • Escalates complex service inquiries related to authorship problems, editorial manuscript tracking system issues, and journal permissions to Managing Editors of each publication.
  • Troubleshoots online peer-review system problems to ensure customer satisfaction
  • Educates staff by maintaining standard operating procedure documentation

Editorial Assistance

  • Organizes editorial and production meetings and conference call logistics including agendas
  • Scribes meeting minutes and distributes them to participants
  • Assists with administrative duties for editorial board onboarding and offboarding tasks
  • Enters vendor payments and handles reimbursements for editor retreats, meetings, and other expenses
  • Collaborates with staff to coordinate the review process for the annual Top Reviewer Awards recognition program, obtain information for marketing materials, and manage certificate creation and shipment
  • Assists staff with annual editorial board gift and ancillary shipments.
  • Assists staff as needed
  • Partners with vendor to create Editorial Board directory; edits and reviews multiple iterations and provides final approval

This job description may not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, activities, and responsibilities may change at any time with or without notice.

QUALIFICATIONS:

Education:

  • Associates Degree in English, Journalism, Communications, Humanities, Science, or related area is required

Experience:

  • Minimum of 1 year of demonstrated high quality customer service experience is required
  • Minimum of 1 year experience in documenting standard operating procedures/instructions is required
  • Copyediting and proofreading experience is preferred

Equivalent combination of education and experience beyond the minimum requirement may be substituted for qualification requirements.

Additional Knowledge, Skills and Abilities:

  • Ability to collaborate across teams is required
  • Proactive decision-making skills are required
  • Excellent verbal and written communication skills are required
  • Strong organizational skills are required
  • Attention to detail is required
  • Demonstrated ability in meeting coordination is required
  • Proficiency with Microsoft Office Suite including Word, and Excel, is required
  • Proficiency in working within a database is preferred, particularly project management or manuscript tracking platforms
  • Professional copyediting skills are preferred

ADDITIONAL POSITION INFORMATION:

FLSA Classification: Non-exempt

Travel Requirements: Minimal travel required - approximately 5%. Ability to legally travel outside of the United States, particularly but not limited to Canada.

Location: Minneapolis, MN and is and is identified as primarily remote (ability to work remotely, but required to work in the office as needed or requested)

Schedule: Rarely beyond standard work schedule required

Physical Requirements: Standard office setting, with ability to sit for long periods of time, occasional use of stairs; regular use of computer and office equipment, lifting up to 10 lbs. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

If our great people, great mission, and great location weren't enough, we offer great benefits.

  • Twenty-two days of paid personal time off (PTO) in the first year
  • Thirteen paid holidays per year in addition to PTO
  • $250 one-time telework allowance
  • Company contribution equal to 10.5 percent of salary to AAN employee 401K retirement savings account
  • Medical insurance (Both Traditional PPO and HDHP with HSA contribution)
  • Dental insurance
  • Vision insurance
  • Life and AD&D insurance-premiums covered 100 percent by the AAN
  • Long-term disability insurance fully funded-covered 100 percent by the AAN
  • Short-term disability insurance fully funded-covered 100 percent by the AAN
  • ID theft protection
  • Travel insurance
  • Flexible spending plan
  • Computer loan purchase plan
  • Transportation subsidy
  • Wellness offerings
  • On-site workout facility, gender neutral restroom, lactation room, and wellness room
  • Diversity, Equity, and Inclusion training programs
  • Flexible work schedules
  • Mental health resources
  • Reasonable Accommodations

Diversity, Equity, and Inclusion is a commitment of the AAN. The AAN is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability status, sexual orientation, genetic information, or any other characteristic protected by law.

If you need assistance with completing our online application process, and/or require a reasonable accommodation for any part of the hiring process, please contact

American Academy of Neurology
201 Chicago Avenue
Minneapolis, MN 55415



The American Academy of Neurology is an equal opportunity employer.