Overview:

This position provides publications support in a professional environment to the Science, Systems and Sustainment Division (S3D). Under minimal supervision, the S3D Publications Coordinator is responsible for the final curation, distribution, and archiving of formal Division publications. This position's responsibilities include providing assistance, advice, and guidance to Division research and support staffs, adjuncts, and consultants on the proper format of IDA formal publications as well as other administrative tasks that support the preparation of division memoranda, reports, and briefings created by the research staff. These activities require extensive use of software including word processing, graphics, and spreadsheet tools, as well as interfacing with IDA's internal publications workflow management tools and publications database systems.

Responsibilities:

• Use Microsoft Office, Adobe Acrobat, collaborative Web-based tools such as SharePoint, and other computer software to produce manuscripts, papers, briefings, memos, charts, and graphs from handwritten and electronic versions.
• Use manual and electronic means to edit and format text, illustrations, and tables in accordance with prescribed editorial and proofreading conventions. Work closely with IDA's Editorial team and serve as final check on style, format, spelling, syntax, punctuation, and consistency.
• Work closely with authors, editors, project leaders, and management to ensure conformity of formal publications to IDA, DoD, and other sponsors' publication standards.
• Gather information for and prepare various administrative memos, lists, and forms that accompany publications through the stages of production.
• Ensure that classified and special handling material is marked as described in the Industrial Security Manual (ISM) and is stored and handled according to IDA policy.
• Maintain accurate status listing of publications in production, whether in draft, review, editorial, reproduction, or other stages.
• Electronically distribute finalized products to IDA sponsors, including senior level officials in the Department of Defense and Department of Homeland Security. Maintain accurate and up to date contact lists for all recipients of IDA publications and products.
• Provide information required to enter publications into IDA Library.
• Prepare draft version of front and back covers, title page, preface, table of contents, abbreviations list, and references as required.
• Review publication content for compliance with IDA and other prescribed editorial standards to ensure the highest possible quality.
• Coordinate and serve as liaison with staff in Corporate Communications Group and the Copy Center for the production of publications and other products, including graphs, charts, illustrations, briefings, draft and final covers, and CDs.
• Create and manipulate PDF files of publications for printing and archiving.
• Provide guidance to administrative support and other staff members in use of IDA format templates and advise them about production procedures for IDA formal publications.
• Provide guidance to new staff members on applicable procedures for security markings and publication classification.
• Maintain division databases of formal and informal task deliverables as needed.
• Provides training to Division personnel on document processing processes and procedures.

Qualifications:

• BS/BA degree + 3 years of experience or an Associates degree + 4 years of experience or HS+ 5 years of experience,
• Relevant work experience in a technology or business environment.
• Excellent written and oral communications skills, editorial discernment.
• Strong organizational skills and attention to detail with the ability to prioritize many complex concurrent tasks.
• Demonstrated proficiency with Microsoft Office and Adobe applications.
• Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments.
• Interact and communicate with all levels of personnel and ability to work collaboratively as part of a larger editorial and administrative team.
• Quickly gain familiarity with IDA Security Practices and Procedures Manual and the Industrial Security Manual (ISM).
• Successful completion of a background check is required.

Why work at IDA?

IDA, as a non-profit, is uniquely positioned to answer the most challenging U.S. security and science questions with objective and rigorous analysis leveraging extraordinary scientific, technical, and analytic expertise. This position is located in Alexandria, VA, just outside Washington, D.C.

IDA offers the following benefits and resources to their employees:

• Comprehensive benefits including diverse health insurance options, generous 11% contribution to retirement, maternity/paternity leave, 20 days paid time off, and relocation reimbursement;
• Mission-oriented work at a non-profit that supports and protects our warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL);
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications;
• A culture of work-life balance, including flex time, partial telework, and limiting work communication to core business hours;
• A brand-new facility located in Alexandria's high-tech corridor in Potomac Yard; amenities include a cafeteria, gym, and close proximity to local dining and shopping; and
• Easy access to Potomac Yard Metro stop and Potomac Yard DASH bus stop. Employer contributes $300/month (IRS max) to commuter benefits.