Journal Services Assistant

APS is seeking a Journal Services Assistant to process correspondence, form letters, and reports related to scientific manuscripts and proofread database entries. The position is based at the APS Editorial Office in Ridge, NY (LI Expressway exit 68 - near Brookhaven National Laboratory). Job hours: 7:30 a.m. - 3:30 p.m., Mon - Fri.


  • Processes incoming and outgoing correspondence, assuring integrity of database as well as quality and productivity standards of the Department
  • Verifies staff-generated special correspondence for quality control purposes
  • Receives author and referee telephone inquiries, based upon a system of confidentiality
  • Calculates manuscript length checks, using a prescribed formula and application
  • Ensures completeness and prepares accepted manuscripts for the deadline process
  • Uses available tools to indicate specialized information within the database, such as setting alerts or adding electronic post-its to a manuscript entry
  • Handles specialized job tasks such as pre-editing referee reports, converting referee reports into appropriate format, entering referee information into database
  • Ensures publication rights have been conveyed appropriately (i.e., transfer of copyright, creative commons license or other)
  • Creates tasks and associated data for specific manuscript actions (i.e., transfer to another APS journal, reject or accept for publication, prepare for dispatch to production)
  • Participates in departmental meetings
  • Distributes work to staff
  • Maintains contact with Supervisors to resolve any problems with workflow and/or procedures; maintains contact with editorial staff to efficiently process manuscripts; maintains contact with Editorial Systems staff regarding database administration
  • Maintains contact with authors, referees, remote editors and publication vendors


Education: A.A. required; B.A./B.S. desired

Experience: Minimum two years’ experience in high volume correspondence processing, preferably in an editorial environment

Knowledge, Skills and Abilities:

  • Educational and/or professional background with emphasis on written communications preferred
  • Technical skills and experience using databases and software applications
  • Minimum (accurate) keyboarding speed of 55 WPM is required and data entry experience is desirable
  • Capable of working in a high-volume environment, receiving instruction from a variety of individuals and adapting to frequently shifting priorities
  • Ability to work as part of a team, as well as independently
  • Detail oriented with strong problem-solving skills
  • Strong written and verbal communication skills

To apply, email resume and cover letter including salary expectations to

About APS

The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents over 55,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, D.C.

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APS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.