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Editorial Assistant for Publications Department
Posted: July 09, 2010
Short Description:
Provides general administrative and editorial support to both in-house and consulting members of the Publications staff, who prepare lengthy and complex scientific reports and other documents for release on the Web and in print.
Duties and Responsibilities:
The Health Effects Institute is a nonprofit organization that funds and publishes epidemiologic, toxicologic, and other research on the effects of air pollution on health; it is widely accepted as a source of impartial, relevant, and high-quality scientific information for decision makers in government and elsewhere. HEIs core funds come primarily from the U.S. Environmental Protection Agency and the worldwide motor vehicle industry. It also receives funds from governments, other industries, and foundations for projects in North America, Europe, Latin America, and Asia. HEI currently is funding a wide range of research at universities and research centers in many countries. HEIs scientific reports, literature reviews, and other documents are published both in print and on the Web.
Job responsibilities include
" Providing support for the editorial and production group, both in-house staff and outside consultants, assisting with tasks and problems as they arise
" Monitoring the status of multiple projects, tracking and documenting the completion of tasks, and maintaining and adjusting schedules for up to 25 individual reports
" Coordinating work with outside proofreaders, editors, desktop publishing personnel, and others; gathering, preparing, and sending manuscripts and other materials
" Increasing proficiency to expert level in Microsoft Word, Excel, and Outlook 2007, especially macros, fonts, and styles; providing assistance to in-house staff and outside consultants on the use of Word, Outlook, and Excel; answering questions and solving problems as needed
" Tracking, documenting, and updating publications procedures, house style, and materials for common use; devising spreadsheets and tracking forms when needed
" Becoming expert in HEI citation style and verifying references online for some projects
" Proofreading, especially items for immediate turnaround
" Checking files received from authors for consistency between electronic and print versions; communicating with authors and others to solve problems
" Reviewing galleys and page proofs for house style per checklists; proofing corrections in text, figures, and tables as needed
" Serving as primary contact with printer
" Scheduling meetings, photocopying, ordering supplies, and preparing packages for shipping
" Helping to maintain photo archives
" Maintaining in-house inventory and sending extra stock off site for storage
" Archiving documents related to published reports
Required Experience:
This position requires a well-organized, motivated person able to multitask and prioritize work. The job entails both sustained attention to complex tasks and immediate responsiveness to others as the need arises. The ability to develop strong relationships with the members of the in-house and consulting Publications staff, with staff scientists and others within HEI, and with outside vendors and contractors is essential. The editorial assistant will be expected to learn the procedures of the Publications Department and gradually assume increasing responsibility.
A bachelors degree and two to four years of experience in a publishing environment are required, as is a high level of proficiency with Microsoft Office 2007 (especially Word, including macros, fonts, and styles). Facility with databases such as Excel and Access, experience with copyediting and/or proofreading, and some familiarity with medical and scientific terminology are desirable.
Salary/Hours:
This is a full-time, in-house position at HEI's office in Boston, Mass. Salary is commensurate with experience. HEI offers a competitive benefits package and is an equal opportunity employer.
Direct Application To:
Please submit a letter, resume, and references no later than July 26 to Barbara Gale, Director of Publications at bgale@healtheffects.org with Editorial Assistant in the subject line.
Mail:
101 Federal St. Suite 500
Boston, MA 02110
Fax:
(617) 488-2335
Email: bgale@healtheffects.org
Editorial Assistant for Publications Department at Health Effects Institute
http://www.healtheffects.org
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