How to apply for Publications Program Specialist

About The Choice Inc

The Choice Inc is a staffing agency that places professionals in contract roles with prestigious clients. This opportunity is with a major scientific professional association, giving you the chance to support cutting-edge research while working remotely. The association is a leader in scholarly publishing, so you'll be contributing to the dissemination of important scientific knowledge.

About the role

As a Publications Program Specialist, you'll manage peer review and publication activities for one or more scientific journals, working directly with authors, editors, reviewers, and production partners. You'll handle manuscript submissions in GEMS, ensure compliance with journal scope and ethical standards, and help resolve submission issues. This role is critical for maintaining the integrity and timeliness of the journals, directly impacting the scientific community.

A typical day

A typical day might involve logging into GEMS to triage new submissions, checking for compliance with journal scope, and assigning manuscripts to editors. You'll communicate with authors and reviewers via email, resolve technical issues, and coordinate with production partners to ensure timely publication. You may also participate in team meetings to discuss journal performance and strategy.

Who The Choice Inc is looking for

• Has 1-3 years of experience in academic publishing or a related field, with familiarity with peer review processes and scholarly communication.
• Is proficient with manuscript submission systems like GEMS (or similar), and comfortable troubleshooting technical issues.
• Possesses excellent customer service skills to communicate effectively with authors, editors, and reviewers, often under tight deadlines.
• Has a background in or exposure to scientific terminology, enabling quick understanding of manuscript content and journal scope.

Tips for this application

• Highlight any experience with GEMS or other manuscript submission systems in your resume and cover letter—this is a key requirement.
• Emphasize your ability to work remotely and independently, as the role is home-based but requires collaboration with a team.
• Since the client is a scientific association, mention any familiarity with scientific publishing or academic journals to stand out.
• Address your location: specify that you reside in the DMV area (DC, Maryland, Virginia) as this is a requirement.
• Be prepared to discuss your availability for a 6-month contract, as the role is temporary with possible extension.

What to cover in your cover letter

In your cover letter, focus on: 1) Your hands-on experience with manuscript submission systems (especially GEMS) and peer review workflows. 2) Your ability to manage multiple stakeholders (authors, editors, reviewers) with diplomacy and efficiency. 3) Your understanding of scholarly communication and scientific terminology. 4) Your flexibility and readiness to step into a temporary role and make an immediate impact.

Research before applying

• Research the client: a major scientific professional association. Identify which association it might be (e.g., based on common publishing clients) and learn about their journals and mission.
• Familiarize yourself with GEMS (or similar systems like Editorial Manager, ScholarOne) to understand typical workflows and features.
• Read up on current trends in scholarly publishing, such as open access, peer review models, and ethical standards.
• Understand the DMV area requirement and be prepared to explain your connection to the region.

Likely interview topics

Based on the job description, expect questions about:

• Describe your experience with manuscript submission systems, particularly GEMS. How have you used it to manage submissions and ensure compliance?
• How do you handle conflicting priorities from editors, authors, and reviewers while maintaining positive relationships?
• Give an example of a time you identified and resolved a submission issue or ethical concern in a publishing context.
• What do you know about scholarly communication and how it applies to peer review and journal operations?
• How would you approach learning the scope and standards of a new scientific journal quickly?

Common mistakes to avoid

• Avoid applying if you don't reside in the DMV area—this is a hard requirement and your application will likely be rejected.
• Don't underestimate the importance of customer service skills; this role involves frequent interaction with diverse stakeholders.
• Avoid generic cover letters that don't mention GEMS or scientific publishing—tailoring is crucial for this specialized role.