Editorial Operations Specialist

Summary

Join AIP Publishing, a leading physical sciences publisher, and become part of a mission-driven team dedicated to accelerating scientific discovery and reimagining scholarly publishing. As an Editorial Operations Specialist, you will play a crucial role in ensuring a smooth, high-quality experience for editors, authors, and internal teams. You will execute core editorial workflows, perform editorial outreach to drive submissions, respond to inquiries, maintain accurate records, and manage the editorial board lifecycle. This role requires strong communication, attention to detail, and the ability to work effectively across teams. The ideal candidate will have 1-2 years of customer service experience and a bachelor's degree or equivalent work experience. AIP Publishing offers a competitive total rewards package, including remote work options, generous paid time off, flexible work schedule, and excellent benefits.

Requirements

• Exceptional interpersonal and written communication skills and a genuine interest in helping people and solving problems
• Ability to work effectively across teams, share information clearly, and engage productively with colleagues
• Strong attention to detail and organizational abilities. Capable of following complex processes independently and accurately. Aptitude for improving workflows and systems, with a willingness to suggest ideas and contribute to ongoing process improvements
• Comfortable maintaining records and formatting data using basic Excel tools
• Seeks feedback, asks questions, and applies new knowledge to daily work. Interest in being an active participant in team discussions and sharing learning opportunities with team members
• 1 - 2 years of experience in a customer service role within an office setting required
• Bachelor's degree or a minimum of 1 year equivalent work experience required
• Willingness to travel 1 - 4 times per year for in-person meetings required

Responsibilities

• Executes the day-to-day operations of journals, supporting a range of needs such as coordinating editor requests, assisting with workflow or platform updates, responding to editorial office and content operations queries, and submitting internal tickets for platform maintenance
• Performs editorial outreach operations to drive submissions to AIP Publishing and Member Society publications using established workflows, including assisting and supporting the onboarding of guest editors and executing commissioning campaigns in alignment with the campaign calendar
• Responds promptly and professionally to researcher and editor inquiries via ticketing software
• Maintains accurate records to support internal reporting
• Executes operations for the full lifecycle of editorial board service, including maintaining up-to-date editor lists, performing onboarding and renewal processes, tracking conflicts of interest, and collaborating with internal teams to ensure journal information remains current across online and print materials

Preferred Qualifications

• Remote experience preferred but not required
• Familiarity with scholarly publishing, higher education, or research is a plus
• Proficiency in Microsoft Office Suite
• Experience with ticketing systems, Salesforce, peer review systems, and Atlassian products is a plus

Benefits

• A remote workforce with staff based in NY, NJ, CT, MD, VA, PA, MA, RI, or Washington, DC, who meet in person for collaboration, training, strategic planning — and fun!
• Generous paid time off and paid sick and safe leave
• Flexible Work Schedule
• Competitive medical, dental and vision benefits
• Exceptional retirement benefits
• Monthly remote stipend
• Training and Tuition assistance
• Employee Assistance Program