Journal Operations Manager

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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Job Description

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary
The Journal Operations Manager Pacific Affairs provides essential administrative and operational leadership to the journal and works independently under the guidance of the Editor. This position implements and coordinates all major functions relating to the journals manuscript review process and publication collaboration with the journals publisher Routledge. These functions include financial and administrative oversight of the journal office management of the manuscript review process through Routledges online editorial system and coordination with Routledge on production marketing public relations electronic publishing and any other functions relevant to journal operations.

Pacific Affairs is a peer-reviewed independent and interdisciplinary scholarly journal focussing on important current political economic and social issues throughout the Asia-Pacific. The journal has an international subscriber base located in over 24 countries and is accessed by Journal Storage subscribers that number in the hundreds of thousands. Each issue contains approximately five new articles and 40-45 book reviews. Published continuously since 1928 under the same name Pacific Affairs has been located on unceded xʷməθkʷəyəm (Musqueam) territory at the University of British Columbia (Vancouver campus) since 1961. The journal is committed to providing to the scholarly community and the world at large high-quality research on Asia and the Pacific that takes readers beyond the headlines and across multiple disciplines.

The journal is housed within the University of British Columbias School of Public Policy and Global Affairs (SPPGA) which offers an unparalleled programme that applies a policy lens to emerging and pressing global issues. The School is a leading centre for innovation in governance and global public policy and in addition to Pacific Affairs is home to the Institute for Asian Research which includes 5 distinct research centres focusing on Southeast Asia India and South Asia China Korea and Japan as well as the Centre for the Study of Democratic Institutions (CSDI) the Office of Regional and International Community Engagement (ORICE) and the Liu Institute for Global Affairs. With a University-wide mandate the school offers a wide range of non-degree and non-academic educational programming for students at all levels faculty staff and the community to engage in.

Organizational Status
Pacific Affairs has one full-time staff role. The Journal Operations Manager Pacific Affairs will supervise temporary part-time employees as required. Works largely independently and reports directly to the Editor. This role works closely and collaboratively with administrative staff in the School of Public Policy and Global Affairs and with the Dean of Arts Office and Arts Service Centre. Works closely with the Journals Editorial Team (Editor and Associate Editors) international Editorial Board authors reviewers and with the journals publisher Routledge.

Work Performed
Finance and Administration

• Provides financial oversight for journal operations by analyzing and interpreting budget activity to inform strategic planning ensuring compliance with financial policies and overseeing the administration of funds associated with initiatives such as the Holland Prize.

• Prepares budget analysis and forecasts to the Faculty of Arts and granting agencies.

• Oversees financial issues with the Routledge finance team ensuring accuracy of annual Editorial stipends and profit-sharing funds; evaluates discrepancies and implements corrective strategies to mitigate risk.

• Oversees the management and allocation of journal funds exercising discretion over expenditures and holding authority to approve financial transactions

• Collaborates with the Editor to write grant applications and may independently seek internal-to-UBC funding opportunities to enhance program or journal activities.

• Responsible for year-end financial activities by conducting analysis and presenting recommendations to support strategic budget planning.

• Oversees the journals financial operations and collaborates with the Arts Service Centre and School of Public Policy and Global Affairs administrative staff to interpret financial discrepancies and implement corrective processes.

• Recommends departmental policy and procedures to the Editor in regards to budgeting staffing and administrative concerns

• Oversees and facilitates editorial and office operations; actively participates and facilitates in all matters concerning journal operations such as committee and board meetings.

• Conducts detailed analysis to generate report and recommendations to distribute to the Editorial Board at each meeting.

• Ensures compliance to university standards and policies (e.g. adherence to health and safety policies or compliance with collective agreements) and advises Editor on changes in policies

• Manages the Journals online presence including developing program websites intranet sites and social media accounts.

Book and Film Reviews

• Conducts research then initiates outreach and manages all associated communications with international academic publishers film producers and/or production companies to seek out new titles for review that fit with the journals area of focus. This also includes researching potential book titles for longer review essays (3) and proposals ideas for such essays to journal leadership.

• In coordination with the journals Editor and five Associate Editors located both in Canada and internationally ensures the quality of all completed reviews and communicates with authors if revisions are required approves final review for publication.

• Proofreads bibliographic data Table of Contents articles and Book Reviews for each issue.

• Selects the book reviews for publication in each issue to ensure even distribution across the geographical regions the journal covers.

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  Manuscript Submissions

  Plays a key role in the final stages of the manuscriptsubmission process (approximately 75100 per year)

  Initiates complex draft editorial decision letters for manuscripts that have been rejected or require revision and resubmission that reflect all comments provided by external reviewers;

  Employee Supervision

  Provides day-to-day management and supervision of part-time employees providing oversight of performance scheduling and resolving personnel issues ensuring compliance with relevant UBC policies or Collective Agreements at all times.

  Proves oversight to the design development implementation and evaluation of hiring training and ongoing supervision of professional and student employees.

• Proves oversight to the design development implementation and evaluation of hiring training and ongoing supervision of professional and student employees.

Consequence of Error/Judgement
The Journal Operations Manager Pacific Affairs facilitates the production of the journal and manages the administrative support and office environment of journal operations. The incumbent must exercise sound judgment in all administrative areas and initiate and sustain positive relations with many stakeholders both internal to the institution including editors production staff and other departmental colleagues and external stakeholders including Routledge the editorial board reviewers authors etc. The individual will need to exercise judgment in the development and sustainment of positive relationships that may impact the overall reputation of the Journal School Faculty and University.

The incumbent must be able to act independently in performing defined duties and is required to alert the Editor to any unusual situation which may affect the journal. Errors in work or poor decisions as a result of missed deadlines or lack of attention to details etc. may lead to lost opportunities and will negatively impact the reputation of the Journal and the University.

The Journal Operations Manager Pacific Affairs is responsible for ensuring that the journal functions within its budget and when there are budget shortfalls determines how to best reallocate expenditures keeping in mind the main goal of maintaining the superlative quality of the journal. Mismanagement of budget and funding could result in over-expenditure loss of reputation and compromise future financial planning. Poor fiscal management may also result in the termination of staffing positions and special scholarship awards. Moreover contracts not fulfilled adequately would result in loss of funding.

This position represents the work of Pacific Affairs but also of School of Public Policy and Global Affairs and UBC. Behaviours decisions and overall performance of this incumbent reflect the integrity of the Institution as a whole.

Supervision Received
Works independently under the general direction of the Editor. Sets priorities and performs most duties independently; occasionally consulting the Editor with reference to complex or new problems.

Supervision Given
Provides training and direct supervision to temporary part-time staff (2-3 per term).

Minimum Qualifications
Two year diploma in Journalism or Publishing. Minimum of two years of related experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Masters Degree is considered an asset.

• Experience in publishing environment including managerial experience in a unionized environment.

• Excellent verbal and written communications skills with proficiency in the use of English grammar spelling and punctuation.

• Ability to formulate complex budgets and prepare budget justifications.

• Track record of working independently within established protocols and procedures maintaining professional communications with academics some understanding of library systems and bibliometrics are also required.

• Ability to analyze problems identify key information and issues and effectively resolve.

• Ability to work efficiently within tight deadlines while maintaining accuracy is crucial.

• Excellent interpersonal and written/oral communication skills; an ability to sustain positive professional relationships with editors authors and reviewers production and administrative staff are desired.

• Proficient in using Microsoft Office FileMaker Pro and other widely used software packages; Mac OS operating environment.

• Fluency in an Asian language and its romanization is strongly desired.

• Knowledge of Chicago Manual of Style is required.

• Ability to gather record and organize large datasets and/or high-volume of information.

• Ability to exercise sound judgment.

• Ability to exercise diplomacy discretion and initiative.

• Ability to work effectively independently and in a team environment.