Screen Journal Office and Conference Administrator - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose

To provide administrative and professional support for the journal, Screen, supporting its Academic Editors and Production Manager to ensure the efficient management of office business on a day-to-day basis, and liaising with contributors, editors and publishers to ensure a smooth flow of communication.

The Administrator will also have sole organisational responsibilities for the annual Screen Studies Conference.

Main Duties and Responsibilities

1.

Journal - ongoing

Manuscript management:_
Responsible for the administration of submission, review and acceptance process of submitted articles, reviews, dossiers and reports via the journal's submission platform
MS Central.
Responsible for communicating editorial decisions to authors by the editing and précising of reviewer feedback and upholding good practice in relation to blind peer review processes.
Book Reviews:_
Liaising with academic reviews editor, publishers and reviewers to ensure books are selected, received and reviewed according to agreed deadlines.

Permissions and rights:

Advise authors and publishers regarding reprint rights and permissions.

Gratis copies:

Administer distribution of gratis copies to authors on a quarterly basis.

2.

Conference - annually

Call for papers:_
Organise and distribute call for papers; inform conference websites etc. and publicise as appropriate; manage Screen mailing list via Glasgow University Sympa mailing system [or external software eg Mailchimp].
Accommodation and venue:_
Book conference main venue and ensure appropriate accommodation for plenary and panel presentations; hire external Technical Support [via CVSO], and recruit student volunteer assistance, arranging briefings for both groups; book editor and keynote hotel accommodation; block book overnight accommodation for delegates and liaise with University Halls of Residence and hotels as required; source and book restaurant for conference dinner, arranging social payment terms with Finance in advance; organise catering and hospitality, including civic hospitality, in liaison with Hospitality Services and Glasgow City Council.
Liaison with organising editors:_
Log proposals and distribute in hard copy/electronically as preferred to organizing editors for selection and formation of plenary presentations and panels.
Liaison with contributors:_
Build online event registration via external ticketing platform such as Eventbrite. Contact all contributors with decisions on selection, send acceptance and registration forms; contact speakers with details of panels and respond to requests for information as required; liaise with other contributors to present material online or inperson.
General:_
Liaise with publishers on book displays at the conference venue; prepare delegate packs and create printed programme.

3.

Financial -

Act as Purchasing Officer for Screen, accessing the University's finance system Agresso to raise purchase orders, check balances, set up customers, produce reports and ensure that accurate and uptodate financial information is maintained according to University Finance Office accounting procedures; use University Purchasing card when appropriate and reconcile payments on Agresso; arrange payment of VATable and nonVATable OUP income to Screen; administer oneoff payments via sundry forms.
Create financial reports for presentation at Editorial Board meetings and ensure that the Budget Holder is kept informed of financial matters on a more regular basis.
Process editorial expenses, and expenses for special events organized by editors;
Liaise with the Budget Holder, Head of School, the Finance Office to ensure that financial information is properly recorded and that all procedures comply with Audit requirements.

4.

Editorial Board Meetings-

Invite items for Editorial Board meetings and for occasional Strategy and Review meetings; prepare agenda and associated papers with agreement of the Chair; clerk meetings.

5.

Website and social media

Develop and update the
_Screen_ website with particular responsibility for information on the annual conference. Via OUP Marketing Team, update external OUP website. Make announcements and calls to action via Screen Twitter account.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

Or:

Scottish Credit and Qualification Framework level 7 [Advanced Higher/ Scottish Vocational Qualification level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar role.

A2 Excellent command of written English

Desirable
B1 Recognised administrative qualification [s] or relevant experience e.g. SCOTVEC, RSA or equivalent

Skills
**Es