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The Program Assistant supports the Executive Officer and Managing Editor of the World Association for Disaster and Emergency Medicine (WADEM). The position’s responsibilities and duties will be split between supporting WADEM’s journal, Prehospital and Disaster Medicine (PDM), and general support for the association.
WADEM, founded in 1976, is a multidisciplinary professional association whose mission is the evidence-based improvement, education, and advocacy of emergency and disaster health care and disaster risk reduction. PDM is an international medical journal published bimonthly on behalf of WADEM by Cambridge University Press.
Association Support (30%)
The position is responsible for assisting the Executive Officer in the management of the association with several of its key functions including leadership meetings, website and social media pages, webinar and podcast series, and chapters and special interest groups (SIGs). There is potential for the position to provide planning support for WADEM’s next biennial international Congress in Dublin, Ireland in April 2023.
Specific Duties:
- Provide support for WADEM’s monthly Board of Directors meetings, including sending calendar invitations and reminders, distributing supplementary meeting materials, and finalizing the meeting minutes with the Executive Secretary.
- Serve as the liaison to the special interest groups (SIGs) and regional chapters by providing support to them when needed for activities such as online meetings, e-newsletters, webinars and/or podcasts, position statements, etc.
- Assist the Executive Officer in maintaining and updating the WADEM website and its social media pages and drafting and disseminating email campaigns.
- Assist the Executive Officer in the coordination of the webinar series including scheduling and promoting the webinars, communicating with the presenters, editing webinar recordings, uploading content online, etc.
Other duties may be assigned by the Executive Officer, President, or Board of Directors.
Journal Support (70%)
The position is responsible for assisting the Managing Editor with coordinating all activities of the Editorial Office of PDM. This involves the management of manuscripts submitted for publication and formatting manuscripts using the style manuals provided.
Specific Duties:
-Provide administrative support to the Editor-in-Chief and Managing Editor.
- Coordinate and monitor the activities associated with manuscript receipts using the ScholarOne online platform, conduct plagiarism checks and initial iThenticate reviews of manuscripts submitted, and format for peer-review.
- Receive and conduct an initial review of revisions submitted using the ScholarOne online platform to either pass along to the Editor-in-Chief or accept per instruction.
- On occasion, format accepted manuscripts to conform to journal style, including the addition of author information and review of the reference list. Review and correct page and issue proofs as needed.
- Other duties may be assigned by the Editor-in-Chief or Managing Editor.
Minimum Qualifications:
- Excellent formatting/editing skills; strong attention to detail.
- Proficient in a G Suite & Windows environment. (WADEM almost exclusively uses Google’s G Suite).
- Associate’s degree, Bachelor’s degree is preferred
- Excellent interpersonal skills
- Ability to work independently
Preferred Qualifications:
- Familiarity with the peer-review process and other aspects of academic publication.
- Familiarity with ScholarOne.
- Experience working with WordPress (or comparable CMS), Zoom (or comparable conferencing platform), MailChimp (or comparable email marketing platform).
- Basic knowledge of CSS and HTML.
- Experience in meeting planning (particularly scientific/academic conferences).
Please send a brief cover letter and resume by email by May 6th.
