[Hiring] Publication Assistant to Editor-in-Chief @Johns Hopkins University

Role Description

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
• 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.

Qualifications

• High School Diploma or graduation equivalent
• Two years related experience
• Additional education may substitute for required experience
• Additional related experience may substitute for required education beyond a high school diploma/graduation equivalent

Requirements

• 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
• Plan and coordinate the annual Editorial Board reception and dinner at the Society for Epidemiologic Research (SER) Annual Meeting
• Coordinate scheduling and logistics for additional AJE-related meetings, events, and annual editorial gatherings
• 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

Benefits

• Starting Salary Range: $16.20 - $28.80 HRLY (Commensurate with exp.)
• Employee group: Casual / On Call
• Schedule: Hours Vary: Under 20 hours per week
• FLSA Status: Non-Exempt
• Location: Remote
• Department name: Epidemiology
• Personnel area: School of Public Health