A Robert Half client is seeking a highly organized and detail-oriented Contract Publications Coordinator to assist the Annual Meeting Publications Specialist with the pre-production processes of Annual Meeting publications.
About the Role
In this fast-paced contract role, you will play a critical role in supporting the Annual Meeting publications team by managing the abstract submission, peer review, and pre-production processes. You will be responsible for communicating with authors, presenters, reviewers, and meeting officials, ensuring a smooth and efficient experience for all parties involved.
Abstract Authors and Moderators Processes:
Assist with testing the abstract submission system and update online resources.
Communicate with abstract authors throughout the submission and preparation phases, addressing their questions and concerns.
Support the invitation and system onboarding of oral session moderators.
Communicate instructions and deadlines to abstract presenters and moderators.
Provide customer service and technical support to users of the online system, including authors, presenters, reviewers, and meeting officials.
Process refunds for duplicate submission fees.
Respond to inquiries from members and non-members regarding abstracts.
Monitor the abstract inbox and address any questions promptly.
Abstract Peer-Review Processes:
Support the nomination process for abstract reviewers.
Communicate with reviewers throughout the review process, addressing their questions and concerns.
Assist with scheduling abstract reviewer conference calls and assigning staff volunteers.
Create sessions and manage logistics within the online meeting management software.
Edit abstracts within the online system.
Test and ensure the accuracy of outputs for the Annual Meeting abstracts, Program Notebook, Web Program, and Online Scheduler.
Collaborate with staff and vendors to guarantee timely preparation of Annual Meeting content for export.
Coordinate the review of abstract proofs by staff volunteers.
Train staff on the use of the Annual Meeting management software.
Requirements:
Bachelor's degree required.
Minimum of three years of administrative experience in a business setting, preferably supporting multiple individuals in a deadline-driven environment.
Prior experience working within a non-profit association is a plus.
General knowledge of publications processes, peer review, and abstracts.
Detail-oriented and customer service focused, with exceptional organizational skills and the ability to multitask effectively.
Strong problem-solving skills and a keen eye for detail.
Excellent written and oral communication skills.
Proficiency in Microsoft Office Suite, Zoom, database management software, and internet navigation.