Administrative Assistant: Publications

The RSNA offers a variety of benefits including medical, dental, and vision insurance, paid time off, paid parental leave, generous 403b retirement plan, flexible work arrangements, employee training and development, tuition reimbursement and many more.

What we're looking for:

We are seeking a talented professional responsible for assisting the Publications Directors with department administration; managing specific activities and, handling daily department administration, managing library, and special projects as assigned.  Provides administrative support to Assistant Executive Director, Science and Publications.

This job might be for you if you're interested in:

• A welcoming environment that gives you an opportunity to impact patient care
• Excellent work-life balance through flexible time off and family-friendly benefits such as paid parental leave
• Training and professional development opportunities
• A competitive compensation package that includes generous retirement and health benefits

What you'll do:

• Assist with outgoing and incoming communications: phone, email, faxes, mail, memos, letters, reports, expense reimbursements and scheduling, maintaining confidentiality in all communications.
• Assist with all committee, editorial board, editor, and Board of Directors responsibilities: committee listings, communications, reports, and meetings; for meetings, handles scheduling, location, transportation arrangements to and from the airport and meeting site, hotel room reservations, food functions, bus transportation, and off-site dinner arrangements. Assists with preparation of agendas and distribution of minutes, especially for Publications Council.
• Manages Editorial Fellowship program, keeping Editorial Offices informed: Promotes program, receives and prepares applicant materials for review, handles initial communications to fellows (including sending them stipend checks), sends regret emails to other candidates, develops Oak Brook visit agenda and secures hospitality for fellow visits.
• Assists Publications Directors with the nomination and selection processes for Margulis Award for Scientific Excellence.
• Assists Publications Directors with Visiting Editor’s program and Editors’ Forum, working with journal editors, staff, planning committees and institutional destinations to establish agendas, make logistical arrangements, monitor registration and gather feedback.
• Works closely with Editorial Offices to implement processes to assist with the issuance of Editor Recognition Awards, ensuring certificates are prepared and distributed in a timely manner and proper tracking is in place.
• Manages binding of Radiology and RadioGraphics (each January, for prior year) for library and of Program in Brief for library, dedication and RSNA president (gives these to Executive Office).
• Oversees annual meeting orders: works with RadioGraphics staff and Radiology staff for event orders; orders food and computers for Editorial Office Complex; orders and ships supplies (consulting with journal staff); orders ribbons.
• Monitors Publications feedback email account, answering customer queries or forwarding to appropriate staff for resolution.
• Provides logistical support for journals booth and accompanying staff, working with Marketing and Meetings departments as needed; assists with external society membership renewals and conference registrations.
• Handles communications with U.S. Post Office for all publications, maintaining records, ensuring compliance with postal regulations, completing application processes regarding mail classifications, and prepares Statement of Ownership for each journal.
• Handles daily Publications Department administration: receives and codes invoices, maintains book of department procedures, orders supplies and equipment and maintains latter in working condition, maintains journal files, organizes and maintains RSNA Library (including sending Radiology, RadioGraphics to bindery), assists with mail, schedules meetings, and produces agendas for managers’ meetings.