Position description

AGU is a global community of 130,000 Earth and space scientists, advocates and experts. As the Program Specialist, you will be part of a dynamic association that publishes peer-reviewed journals and scientific books and convenes the largest Earth and space science meeting in the world. Through our initiatives, such as mentoring, professional development and awards, AGU upholds and fosters an inclusive and diverse scientific community.

AGU offers our employees great benefits, including flexible work schedules, retirement savings options, as well as health, dental, life and disability insurance. AGU also provides exciting opportunities for professional development and tuition support.

AGU’s Workplace Values

We believe in accountability and ownership of work, by taking responsibility for decisions and results. We believe in member and customer service, and that they come first through providing high quality service.

We believe in excellence and giving it our all, through striving to be outstanding. We believe in integrity by doing the right thing, we achieve this by being honest and fair. 

Our teams believe that with teamwork together we achieve more, we achieve this through collaboration. We believe in respect, that you earn it and give it, by open communication and collaboration.

What the Program Specialist does 

The Program Specialist position is key in assisting AGU to promote discovery in Earth and Space science for the benefit of humanity, by being tactical in focus. The purpose of this position is to coordinate peer review and publication of one or more of AGU’s scientific journals. The Program Specialist serves as the primary point of contact between editors, associate editors, authors, and reviewers throughout the peer review process. The Program Specialist works with publishing partners to advise on article copyediting, production, and publication. The incumbent provides operational and strategy-related input and participates in activities that support department and organizational goals. The Program Specialist reports directly to a Program Manager or Sr. Program Manager.

• Monitor and manage the peer review process using the manuscript tracking system.

• Respond to stakeholder inquires and request via e-mail and telephone communications in a timely and efficient manner.

• Resolve problems related to manuscript processing and communicate resolutions to stakeholders.

• Train stakeholders on using the manuscript tracking system.

• Advise editors on peer review administration and other journal-related issues.

• Work with a team to delegate journal tasks especially during times of high volume.

• Advise production editors on journal production issues.

• Assist manager with cover image selection, special issue administration, journal issue proofs, and post-publication article corrections.

• Assist manager with editorial board administration including editorial board conference calls, new editor and associate editor onboarding, and miscellaneous editorial board initiatives.

• Lead and participate in project groups.

• Advise on procedural improvements and present ideas that could lead to future projects or role enhancements.

• Stay abreast of scholarly publishing trends and advise management on how to apply to department strategy and operations.

• Prepare journal reports and discuss results and impact with manager.

• Ensure stakeholder adherence to AGU deadlines and standards.

• Serve as a positive example of values with a trust-based organization.

• Suggest and develop, under the guidance of the Director and/or manager, enhanced content for AGU’s journals, and blogs for E&SS news platform.

• Other duties as assigned.

What the Program Specialist brings to the team

·      Bachelor’s degree with a minimum of 2 years of experience, or equivalent combination of education and experience

·      Experience working in a traditional or online Web-based publishing environment is preferred.

·      Experience with scholarly communication is a plus.

·      Ability to thoroughly and accurately perform job responsibilities.

·      Proven ability to manage time to ensure all tasks are completed by deadline.

·      Ability to exercise sound judgment about when to take action and when to seek guidance.

·      Demonstrated ability to serve as an effective team player who adds complementary skills and contributes valuable ideas, opinions, and feedback.

·      Ability to communicate effectively and appropriately, responding in a timely manner; speak and write clearly, concisely and with impact.

·      Proven ability to communicate with technical and non-technical audiences.

·      Ability to communicate with international stakeholders who may have limited English communications skills.

·      Interest in professional development and learning and applying new hard and soft skills.

·      Interest in the scholarly publishing industry and participation in industry events and conferences.

·      Excellent customer service and interpersonal skills.

·      Demonstrated attention to detail.

·      Excellent computer skills including strong understanding of, Adobe Acrobat, and Microsoft Office, including Word, Excel, PowerPoint and Outlook.

·      Capability to exercise highest level of discretion on both internal and external confidential matters.

·      Ability to recognize relevant science news and act promptly.

Application instructions