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Publications Specialist

Assists the Publications Editor with the publishing process from the drafting stage to the final distribution of materials. Performs a variety of writing and/or editorial duties, such as planning, formatting, copy editing, and proofreading. Works independently with minimal supervision in a work environment of multiple and conflicting priorities.

Essential Duties and Responsibilities
  • Publications Support: Pre-ProductionWork with the Editor to coordinate the publication function throughout the design, revision, and editing phases, as well as support the relationship with authors, publishers, and other service providers to ensure timely delivery and quality of publications.
  • Assist in research and data gathering for publication materials.
  • When applicable, attend kickoff call meetings to take minutes and post the notes to the designated project site (e.g., SharePoint).
  • Assist with the development and maintenance of publications plan, keeping track of projects in the pipeline and pulling sales data as needed.
  • Publications Support: During ProductionCollect and organize all necessary forms from authors, including copyright agreements and figure/table permissions.
  • If necessary, assist authors with researching permission requirements and contacting the original copyright holder to acquire permission.
  • Assist with editing and proofreading publications as assigned by the Editor.
  • Participate in project meetings as assigned.
  • Monitor and update project timelines as needed based on meeting discussions.
  • Coordinate with authors to collect manuscript files and upload them to appropriate data repository.
  • Publications Support: Post-ProductionSubmit copyright registration applications to the Library of Congress. Track status of Copyright Registrations and maintain records of registered publications.
  • Order complimentary copies for shipment to authors, which includes acquiring author addresses and submitting orders via the online portal.
  • Conduct tasks related to financial aspects of the department, including but not limited to:
  • Creating and submitting invoices for customer orders.
  • Processing royalties and submitting payments to accounts payable for processing.
  • Set up products in internal database (ACGI) for display on the AIHA Marketplace page. If needed, obtain copy from authors to create content descriptions. Input publications specs (e.g., title, stock number, page count) and activate product for sale when appropriate.

  • Other DutiesKeep abreast of new and emerging trends in the publications field, such as ePublishing, digital subscriptions, audiobooks, translations, etc.
  • Maintain publications website. Update product descriptions, adjust pricing, and provide additional information as needed
  • Update and maintain SOP documents, author guidelines, and author website.
  • Respond to telephone or written inquiries from members or the public.

  • Education & ExperienceBachelor’s degree in English, Publishing, Communications, or a related field.
  • Required:
  • 1–2 years’ experience in an office setting, preferably in an association or non-profit. Internships will be considered.
  • Excellent organization and communication skills
  • Preferred:
  • Association experience
  • Experience with volunteers and authors
  • Work or volunteer experience with the following
  • Association Management Systems (Association Anywhere)
  • ePublishing
  • Content Management Systems (Craft CMS)
  • Copyright registrations
  • Microsoft Office (Word, Outlook, Teams, SharePoint)
  • To Truly Excel, You Will Have:Have passion for seeing publications come to life
  • Care about the quality of educational materials              
  • Have strong reading and comprehension skills
  • Have strong organizational skills, attention to detail, follow-through, and the ability to multi-task
  • Be a quick learner who isn’t afraid of technology
  • Be able to work independently, manage groups of volunteers, and establish/meet deadlines
  • Have strong customer service and interpersonal skills
Travel is not anticipated for this position.

Residency Requirement
Based on our business set-up and to maximize remote work opportunities, AIHA only employs individuals who live in Washington, DC, Maryland, or Virginia. To be considered a candidate must live in, or be willing to relocate to, Washington, DC, Maryland, or Virginia.

Vaccine Requirement
AIHA requires all members of staff to be fully vaccinated from COVID-19 and present proof of vaccination status. Requests for exemptions from this requirement due to a medical condition or sincerely-held religious belief or practice will be considered. AIHA follows the CDC’s definition of “fully vaccinated.”

Salary & Benefits
The pay for this position ranges from $22/hr to $23/hr based on experience and qualifications for the role. AIHA offers comprehensive health, dental and vision benefits partially funded by the organization. We also offer a 401(k) match, FSA, Life & AD&D, STD, LTD, flexible scheduling, telecommute options, and paid: holiday, personal, sick, and vacation leave. AIHA believes in developing our employees so we provide professional development opportunities (internally and externally) and tuition reimbursement.