New job Editorial Assistant in Georgia

Editorial Assistant

Company : Alaka`ina Foundation Family of Companies
Salary : Details not provided
Location : Georgia

Full Description

The Alaka’ina Foundation Family of Companies (FOCs) has a need for an Editorial Assistant to provide manuscript submission; journal inventory; administrative; and clerical support to the Centers for Disease Control and Prevention (CDC) Emerging Infectious Diseases in Atlanta.


  • Processing and Preparing Manuscripts for Copy-Editing: Processing papers with eXtyles; Maintaining a list of articles processed each day that will have the EID number and title of paper; Checking and formatting references for articles and correct other errors in references; Formatting tables to meet EID standards; Formatting author affiliations and check author names; Completing suggested citation for all articles (with understanding that title changes during editing); Inserting “About the author” heading in manuscripts; Adding line counts to articles when needed.
  • Supporting EID’s Manuscript Submission Process: Assisting authors, associate editors, and peer reviewers with their accounts in EID’s ScholarOne submission portal by verifying email and account name information, documenting issues; and informing the managing editor of the issues via an email; Documenting inquiries from authors concerning status of their manuscripts; Forwarding emails to appropriate staff regarding journal submissions; Responding to phone calls and emails related to customer services, mailing lists, or other aspects of EID’s operations by answering questions within one day; collecting information needed to fix issues; and informing the managing editor of problems or issues that require his or her intervention; Performing day-to-day peer review coordination when the journal administrator is away by checking the new submissions received daily in ScholarOne to ensure they meet EID’s requirements for formatting, word count; and graphics standards; accepting for review those submissions that do not have problems; and notifying the editor-in-chief via the ScholarOne system of the precise nature of any problems with the submission so he or she can determine whether to accept or return the submission.
  • Managing Subscription and Mailing Lists for EID Calendars: Responding to requests for new subscriptions, changes in address, and cancellations by confirming information is accurate and then making these changes in the EID mailing list in an Excel document; Managing “bounce backs” when calendars are not delivered by attempting to contact subscribers one time via email for correct address and removing subscribers from mailing list if reply not received in one week; Answering questions received by email about EID’s online subscriptions by assisting people with the sign up process and sending them the URL for the journal’s online subscription page; Organizing and maintaining an inventory of printed journals by volume/issue from oldest to newest; Ensuring stock of journals is safely stored in archives by checking each month; Creating and keeping current in the EID SharePoint site a spreadsheet that inventories how many printed copies exist for each issue of the journal; Responding to requests related to EID’s annual printed calendars and Updating and correcting recipient information for EID’s calendars.
  • Performing Clerical and Office Tasks: Supporting the editor-in-chief and managing editor by scheduling and preparing for meetings, organizing files, assisting with correspondence, and carrying out other similar tasks; Preparing handouts, agendas, and other materials for staff meetings, projects, and presentations; Securing meeting spaces for regular EID staff meetings and special meetings; Faxing, copying, and preparing materials upon request; Keeping notes when needed for high-level meetings; Keeping EID’s printers and copiers supplied with ink and paper; Routinely restocking office supplies from the OD’s central supply closet, (e.g., paper, folders, books, pens, etc.), keeping a small inventory of such products available, and remove outdated/non-working supplies; Handling special shipping needs, e.g. FedEx, UPS, by preparing shipping labels and dropping off shipments at the appropriate pick-up locations for these services.
  • Supporting EID’s Communications and Production Activities:Along with communications lead and production team, maintaining current content in EID’s various article spotlight collections; Preparing and formatting technical appendices of materials accompanying EID articles; Working with EID production staff to process, format, and proofread images, tables, photographs, maps, and other graphics; Working with production staff in creating, processing, and checking PDFs of journal contents; Processing transcripts for EID’s podcast series, including review, preparation, and distribution as needed; Providing handouts, agendas, and other materials for staff meetings, projects, and presentations; Proofreading correspondences, communications materials, presentation materials, and other content; Maintaining spreadsheet directory of information for EID’s cover art.


  • At least two (2) years’ experience in scientific/technical/medical editing is desired.
  • Expert command of language, grammar, and syntax is desired..
  • Ability to understand scientific graphics, clinical and laboratory terminology, medical and statistical terminology, and highly technical materials.
  • Ability to meet deadlines consistently, prioritize assignments, and handle multiple papers.
  • The ideal candidate is detail-oriented with excellent organizational skills.
  • Excellent communication and interpersonal skills are desired.
  • Flexibility and team-player mentality is desired.
  • May be required to travel for an annual training.


  • A degree in journalism, English, communications, or science is preferred.


  • Must obtain a background investigation.

The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 10 paid holidays. The Alaka`ina Foundation FOCs is proud to be an equal opportunity employer.

We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need an accommodation during the application process, please click here to request accommodation. We E-Verify all employees.

The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, Kapili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities under the 501(c)3 principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

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