Current Opportunities at AOSIS

Job Description

The Book Editor (Project Management Focus) will oversee the entire journey of a manuscript from the completion of writing to its online publication. This role involves project management responsibilities and collaboration with various stakeholders, including authors, freelancers, and suppliers. The Editor will ensure the quality and consistency of the final publication.

Key responsibilities 

Project management:

Oversee manuscript journey:

• Manage the manuscript's transition from raw form to final publication.
• Establish the production schedule for each task involved in the publication process.
• Coordinate with copy editors, typesetters, proofreaders, and cover designers.
• Prepare manuscripts for approvals for publication.
• Publish books online via the CMS system.
• Provide production specifications to the Print and Distribution team.

 Freelancers and suppliers:

• Arrange for manuscript design, copy-editing, typesetting, proofreading, indexing, and electronic conversion in variety of formats.
• Create detailed briefs for each task.
• Maintain an updated list of freelancers and suppliers.
• Manage budgets and purchase orders to freelancers and suppliers.
• Conduct quality control of work carried out and provide feedback to freelancers.

Authors and stakeholders:

• Ensure all parties are kept on schedule.
• Attend and contribute to project meetings.
• Keep stakeholders informed of progress and any issues.
• Negotiate solutions when problems arise.
• Verify permissions for content use.

 Quality and consistency:

• Ensure all necessary content is sourced and included.
• Collate corrections and manage any necessary arbitration.
• Verify that corrections are made and handle any resulting changes.
•  Ensure that the house style guide, referencing style and other style sheets are consistently applied.
•  Check artwork for correctness and completeness.
• Anticipate potential issues and resolve unexpected problems promptly.
• Keep production-specific processes and documentation current.

Requirements

Education:

• Bachelor's degree in Publishing Studies, English language, Communications, Library Sciences or a related field.
• Advanced degrees or certifications in project management or publishing are advantageous.

Experience:

• Proven experience in editorial project management, preferably in academic or scholarly publishing.
• Experience working with freelancers and managing multiple projects simultaneously.

Skills:

• Proven experience in project management, editing and proofreading.
• A sound knowledge of the book production process.
• An understanding of the South African scholarly publishing environment. 
• Strong communication skills, both written and verbal.
• Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and online markup tools (Acrobat). Comfortable using video calling platforms (MS Teams, Zoom).
• Strong communication skills, both written and verbal. 
• Strong English language skills. Language skills in any other official South African language will be an advantage.
• Demonstrable numeracy skills used in work environments, especially related to managing budgets.
• Exceptional organisational and time-management skills.
• Strong negotiation abilities.
• Excellent attention to detail, accuracy, and a commitment to maintaining high-quality standards.
• Proficiency in project management software and tools (e.g. ClickUp, Trello or Asana).
• Proficiency in online workflow publishing software (e.g. OMP).
• Familiarity with the scholarly publishing process and standards.
• Familiarity with HTML, XML and ePUB.

Personal attributes:

• Manage, work well under pressure in an open office or remote working environment and contribute effectively as part of a team.
• Proactive and solution-oriented mindset.
• Ability to handle stress and meet tight deadlines.

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Job Description

The role of a Scholarly Journal Production Coordinator is pivotal in maintaining the standards of academic publishing. The incumbent will orchestrate the publication process of scholarly articles with meticulous oversight. This spans from the point of acceptance to the stages of rigorous copy-editing, careful layout editing, detailed proofreading, and ultimately, to the point of publication. As a guardian of quality, the coordinator will meticulously assess the work of copy editors and proofreaders to ensure that it mirrors the high standards and house style the Publisher has set forth. The coordinator must also possess an aesthetic judgment in collaboration with layout editors, guaranteeing that the visual presentation of text, tables, and figures aligns with the required style guidelines and quality standards. Moreover, the role involves managing timelines to ensure that production stays on track, monitoring journal metrics such as page usage, and ensuring that the final product is delivered in print and online with the highest level of precision. Ideal candidates will have honed their skills through a 1-year publisher internship and will be fueled by a profound passion for disseminating knowledge globally.

This is not a remote work position.  The office is located in Durbanville, Cape Town South Africa.

Responsibilities

• Support the editorial process for academic research journals, ensuring the highest quality of proofreading to uphold the integrity of the final publications.
• Process invoice and purchase order requests in a timely and efficient manner.
• Collate all change requests from authors and editors on a single proof, meticulously verifying alignment with the Journal Style Sheet and House Style before approving any changes.
• Examine each implemented change to ensure accuracy and adherence to agreed-upon standards.
• Coordinate tasks and facilitate clear, organized communication among the copyediting, typesetting, and proofreading vendors to maintain a streamlined production flow.
• Confirm the format for publishing papers, including industry-standard PDF, XML, HTML, and EPUB formats.
• Oversee the final steps of the publication process, ensuring the manuscripts are accurately published online and readily accessible to the academic community.

Qualifications

• Possess a Bachelor's degree in a related field, such as Language Practice, Applied Language Studies, Applied Linguistics, or Linguistics with a major in Language Editing in English, or hold an equivalent National Diploma.
• Have demonstrable experience in proofreading with a track record of maintaining high-quality standards in written content.
• Exhibit a high level of proficiency in the English language, including grammar, spelling, and syntax.
• Show a keen interest in scholarly publishing and a commitment to the dissemination of academic knowledge.

Requirements

Required Competencies:

• Bring at least 1 year of experience in the publishing industry, demonstrating a proven ability to navigate the complexities of academic publication.
• Display exceptional attention to detail and a formidable command of British English grammar and style conventions, allowing for meticulous editing and proofreading.
• Have familiarity with Open Access publishing principles and a curiosity to engage with cutting-edge practices in making scholarly research widely available.
• Proficient in using an array of proofreading tools and software to ensure accuracy and consistency across all publications.
• Possess excellent communication and interpersonal skills, capable of establishing positive working relationships with authors, editors, and production staff.
• Ability to work independently, managing time effectively in order to meet tight deadlines without compromising on quality.

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Job Description

The Editorial Coordinator supports editorial  workflows for scholarly peer-reviewed journals. The Editorial Coordinator carefully and consistently follows established protocols to check manuscripts for adherence to journal policy and peer review requirements, as well as technical requirements for publication. Editorial Coordinators will be in a role where careful attention to detail and clear communications are critical. Daily task work is largely performed via client manuscript management system queues and through following journal workflow protocols online. 

This is not a remote work position.  The office is located in Durbanville, Cape Town South Africa

Responsibilities: 
Primary responsibilities vary according to journal assignment but may include tasks such as the following:

• Provide excellent customer service to all external and internal journal stakeholders (e.g., editors, authors, publishers, colleagues)
• Perform quality checks on new and revised manuscript submissions following checklists and journal policy guidelines
• Follow precise set of workflow protocols and ensure all manuscript requirements are met
• Facilitate manuscript peer review through outreach to editors and reviewers as directed
• Utilize cloud-based technology as a communication and productivity tool
• Proofread and send decision letters and other correspondence to authors, editors, and reviewers
• Complete all assigned tasks during scheduled hours and meet productivity expectations
• Be a proficient user of the manuscript management system
• Provide editor, reviewer, and author technical support related to submission requirements and the submission system
• Provide assistance to newer staff who may shadow experienced colleagues

Requirements

• Strong interest in the publishing industry
• A relevant diploma or degree 
• Strong organisational skills
• Experience with one or more manuscript management system a plus
• Customer Service experience
• Strong communication skills - both written and verbal
• Excellent English (read, write, understand, and speak) language skills are a requirement
• Excellent MS Office skills (especially in MS Word, Excel, and Outlook)
• Highly organised and self-motivated, with strong time-management and project management skills
• Able to work well under pressure in an open-plan environment
• Able to work independently and as part of a team

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About the Role:

We are looking for a highly organised and proactive Office Manager to oversee and coordinate our office's administrative and operational functions. The ideal candidate will ensure the smooth running of our office, maintain well-organised communal areas, and provide professional assistance to visitors and stakeholders.

Key Responsibilities:

Office Operations Coordination:

• Oversee administrative and operational functions to ensure efficient office operations.
• Supervise and train cleaning staff and provide IT support in collaboration with the IT department.
• Plan and schedule appointments, develop standard operating procedures, and escalate operational needs.
• Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping.

Reception and Facilities Management:

• Maintain communal areas, greet visitors, and provide front desk duties.
• Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages.
• Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
• Manage office equipment and facilities, oversee maintenance, and plan office design.
• Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee.

Purchasing and Supplies Management:

• Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
• Implement cost-saving measures and ensure timely delivery of supplies.

Records and Budget Maintenance:

• Maintain accurate records and optimise resources.
• Provide financial guidance to staff and minimise waste.

Social Staff Events:

• Develop and organise social staff events and the annual Year End function.
• Address staff welfare issues in collaboration with the line manager.

Stakeholder Engagement and Administrative Support:

• Provide orientation to new staff, monitor performance, and implement best practices.
• Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.

Document Preparation and Management:

• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software.
• File and retrieve corporate documents, records, and reports.
• Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas.
• Compile, transcribe, and distribute minutes of meetings.

Executive Support:

• Manage and maintain executives' schedules and make travel arrangements when necessary.
• Interpret and oversee administrative policies and procedures for the office.
• Supervise and train cleaning staff and arrange for employee training.
• Review and improve operating practices and procedures.

Building Maintenance:

• Ensure all lights, appliances, and office equipment are working and maintained.
• Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, windows, etc..
• Arrange for repairs and ensure gardens and buildings are well-maintained.

Occupational Health & Safety (OHS):

• Ensure all OHS requirements are met.

Security:

• Ensure all external doors are secure at night.

Handling Deliveries and Courier Services:

• Manage incoming and outgoing deliveries, ensuring timely and accurate distribution.
• Arrange and oversee courier services for office needs.

Requirements

Required skills and qualifications

Applicants should be South African citizens, permanent residents with a bar-coded ID, possess a valid work visa or permit, and have a valid RSA driver's license.

Qualifications and Experience:

• Matric or a Diploma in Business Administration, Business Management, or a related field.
• Minimum of 4 years of relevant experience in a similar role.
• Own transport and driver’s license.

Skills:

• Attention to detail and a commitment to maintaining high-quality standards.
• Excellent English communication skills and strong written skills.
• Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and using video calling platforms (MS Teams).
• Exceptional organisational and time-management skills.
• Strong problem-solving skills.
• Strong ability to prioritise and manage workload and deal with long- and short-term demands.
• Strong negotiation skills.
• Proficiency in project management software and tools (e.g., ClickUp, Trello, or Asana).
• Ability to work under pressure and handle multiple tasks simultaneously; can remain calm under pressure.
• A good team player who can work on their own initiative and carry through projects.