Screen Journal Office and Conference Administrator

2 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**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 in-person.
- 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 up-to-date 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 non-VATable OUP income to Screen; administer one-off 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

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