Temporary - Sr Editorial Assistant

Sr Editorial Assistant, IEEE Robotics and Automation Society (RAS)

As a member of the IEEE RAS team, the Sr Editorial Assistant provides comprehensive administrative and leadership support for one or more RAS journals. This role serves as a critical liaison between the Editor-in-Chief (EiC), editorial boards, and authors to ensure a high-quality, timely peer review process. Beyond journal-specific duties, the Associate acts as a versatile resource for the RAS Executive Director, assisting with society-wide initiatives, governance support, and special projects as needed.

Key Responsibilities

1. Journal Management & Peer Review Support

• Daily Operations: Manage the daily workflow for assigned journals, handling high volumes of emails (30–50 per day) and troubleshooting user issues.
• System Administration: Maintain proficiency in PaperCept or other designated peer-review systems to manage manuscripts, update rosters, and configure sites for special collections.
• Quality Assurance: Conduct detailed side-by-side file comparisons to ensure all citations, keywords, and metadata meet IEEE Xplore specifications prior to publication.
• Workflow Monitoring: Track the progress of thousands of submissions, sending reminders to Senior and Associate Editors to ensure editorial deadlines are met.

2. Board & Volunteer Leadership

• Recruitment & Training: Manage the bi-annual cycle of recruiting, data compilation, and voting for new editorial board members.
• Onboarding: Conduct training for new editors and ensure all documentation and system access are properly configured.
• Strategic Meetings: Prepare comprehensive presentations for board meetings and society reviews (e.g., PAB or PRAC reviews), identifying performance trends and opportunities.

3. Financial & Operational Oversight

• Budget Management: Oversee the operational budget for assigned journals, including salaries, travel, supplies, and awards.
• Logistics & Events: Plan and host board dinners and meetings, managing venue sourcing, menus, and travel logistics for the EiC and staff.
• Award Administration: Coordinate annual "Best Paper" awards, managing the nomination and voting processes over several months.

4. Digital Presence & Communications

• Social Media & Web: Maintain journal social media accounts, post weekly updates, and coordinate with authors and Science Communications Editors.
• Promotion: Work with IEEE Publishing to unlock specific articles for promotion and link papers to relevant conference programs (e.g., ICRA, IROS).

5. Executive Director & Society Support

• Special Projects: Assist the RAS Executive Director with research, information requests, and the development of new society initiatives.
• Governance Support: Arrange committee meetings, schedule calls, and prepare correspondence on behalf of society leadership.
• Flexibility: Perform additional administrative or strategic tasks as requested by the Executive Director to support the broader goals of the Robotics and Automation Society.

• Education: Bachelor’s degree in a curriculum stressing excellence in research, writing, and communication.
• Experience: 5+ years of business experience, ideally in technical program management, scholarly publishing, or non-profit administration.
• Technical Skills: * Advanced competency in PaperCept (or similar manuscript systems) and Microsoft Office (Word, Excel, PowerPoint).
  • Proficiency in social networking tools (LinkedIn, Facebook) for professional promotion.
• Professionalism: * Superior English grammar and proofreading skills for high-stakes correspondence.
  • Ability to interact diplomatically with senior-level volunteers, staff, and international partners.
  • Strong multitasking skills with the ability to balance multiple journal accounts and society projects simultaneously.