Job Title

Paediatrics & Child Health is the official journal of the Canadian Paediatric Society, and the only peer-reviewed paediatric journal in Canada. Its mission is to advocate for the health and well-being of all Canadian children and youth and to educate child and youth health professionals across the country. The Editorial Coordinator is the primary link between the journals Editorial Board and its publisher, Oxford University Press. In particular, the Editorial Coordinator works closely with the editor-in-chief and senior editors to manage the peer review process of scholarly articles, and with the production team to ensure that content is published in a timely manner. This position requires someone with experience in the publication process, preferably in a scholarly/peer review environment. An ease with online systems is essential, as is an ability to develop, maintain and continually assess and improve processes. As this is a deadline-driven position, the ability to create and maintain schedules is critical. This position also requires frequent communication with a range of health professionals and suppliers: The candidate must be able to write clear emails and manage a high volume of correspondence. They must also have problem-solving skills and the ability to switch between tasks. RESPONSIBILITIES Paediatrics & Child Health : Daily management, planning, and production Coordinate the peer review process for manuscripts submitted to PCH, which includes: Working with the editor-in-chief to assess new submissions and assign content to senior editors Monitoring deadlines and sending reminders to editors and authors as needed Researching appropriate peer reviewers and making suggestions to senior editors as required Providing technical support for editors and authors on the online manuscript submission system Issuing decisions on editors behalf when requested Proactively reviewing the online manuscript submission system daily to see where assistance may be required (i.e., decisions that need to be issued, editors or peer reviewers who may require a reminder) Ensuring final materials for accepted manuscripts are complete and properly formatted, and sending content to production for typesetting Providing training for new editorial board members Maintaining up-to-date documentation on processes and procedures Coordinate production of 8 issues annually including: line-up development with editor-in-chief; liaising with publisher staff and typesetters; ensuring CPS materials are processed appropriately; submitting content to publisher; proofreading content as needed. Keep publication process on schedule by liaising with editors, publisher staff, and production manager. Perform post-production tasks immediately after issue is released: update cps.ca homepage; provide copy for monthly eNews, update references on CPS documents Reporting and evaluation Monitor the acceptance rate and prepare a report 3-4 times a year to keep editor-in-chief and publisher informed Prepare annual report on various journal metrics, in collaboration with EIC, extracting data from manuscript submission system Identify challenges related to peer review or production in a timely manner Work with the editor-in-chief and production team to identify and incorporate efficiencies into the peer review and publication processes Editorial board management Schedule and coordinate logistics for annual face-to-face meeting of the Editorial Board during CPS Annual Conference including: booking facilities (room, F/B, A/V), travel/accommodations for senior editors, developing agenda with EIC and publisher, disseminating materials to participants on time Prepare slide presentation or other reports for EIC Schedule mid-year editorial board Zoom meeting: work with EIC to develop agenda, and disseminate materials to participants on time Take minutes at all editorial board meetings: record and follow-up on all action items Provide stewardship of editorial board with regular recognition and appreciation of their work Noni MacDonald Award Coordinate promotion, selection and receipt of Noni MacDonald Award: solicit nominations, coordinate judging, notify recipient, update CPS website, provide information to colleagues for promotion on social media and in CPS eNews. Other Monitor and make updates to online manuscript submission system including: out-of-date contact information; updates to template emails; changes in journal editors; updates to manuscript categories or requirements Identify ways to promote the journal through CPS communications channels to: raise awareness about new manuscript categories; encourage submissions; encourage new peer reviewers, etc Answer general inquiries about the journal, and provide support to authors, peer reviewers, editors, and the editor-in-chief as needed throughout the peer review and publication process. EDUCATION, PROFESSIONAL DESIGNATION(S) & EXPERIENCE Experience and skill working in Microsoft Office environment Post-secondary training in administration, publishing, or related field At least 2 years experience working on a medical or academic publication Understanding of the scholarly peer review process is an asset Familiarity with online manuscript review systems an asset Understanding of the journal publishing environment Strong English-language skills (grammar, style, punctuation) Experience working with volunteers and/or in a voluntary sector environment