Conference Publications Coordinator

What started almost 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients' lives easier, optimizing the way our organizations operate, and creating life-long relationships through exceptional customer service and innovative software solutions. Come see what it's like to be a ConfCat!

Reports to: VP of Conference Management Operations (temporarily)

Location: Remote

Job Type: Regular, Full-time/Exempt

The Conference Publications Coordinator supports the planning, coordination, and delivery of conference-related publications, most commonly technical conference proceedings and associated publication deliverables. This role sits at the intersection of academic publishing and conference operations, ensuring submissions, peer review outputs, and final publication materials meet strict formatting, compliance, and deadline requirements.

The ideal candidate is highly organized, detail-driven, technically proficient, and comfortable managing many publication timelines simultaneously. They thrive in structured, deadline-driven environments, communicate effectively with diverse stakeholders, and enjoy ensuring complex technical content moves smoothly from submission through final publication.

Formal evaluations will be conducted in six-month intervals by the VP of Conference Management Operations to assess job performance.

Publication Workflow Coordination

• Manage end-to-end publication workflows for assigned conferences, including configuration and management of submission platforms, peer review coordination, production readiness, and final publication delivery.
• Maintain publication schedules and trackers to ensure milestones and deliverables remain on time across multiple conferences.
• Coordinate collection, organization, and validation of author submissions, ensuring compliance with formatting and technical standards.
• Support proceedings and publication preparation, including metadata validation, copyright collection, and compliance checks.
• Support submission system data transfer to conference mobile apps

Stakeholder Communication & Support

• Serve as a primary point of contact for conference publication logistics with conference organizers, program committees, authors, and internal teams.
• Communicate submission requirements, deadlines, and publication standards clearly to contributors.
• Provide guidance and troubleshooting support to authors and organizers navigating submission or publication systems.
• Coordinate deliverables and timelines with external vendors and publishing platforms as needed.

Quality Control & Compliance

• Conduct detailed quality checks on publication content to ensure accuracy, formatting consistency, metadata integrity, and compliance with publishing standards.
• Ensure copyright forms, permissions, and publication requirements are completed and documented appropriately.
• Identify publication risks or timeline issues early and recommend solutions to keep projects on track.

Systems & Process Support

• Utilize submission and review platforms to track content status and publication readiness.
• Maintain documentation, templates, and checklists supporting consistent publication delivery.
• Recommend and support process improvements to streamline publication workflows and reduce errors.

Cross-Functional Collaboration

• Work closely with conference management teams to align publication timelines with conference milestones and program schedules.
• Support final deliverable coordination with digital libraries or indexing repositories as required.
• Assist with post-publication activities such as final archive organization and confirmation of publication delivery.

• Bachelor's degree in business administration, management, communications, or related field. Or relevant combination of education and experience.
• 3+ years of experience in publications coordination, conference support, academic program administration, or related operations roles.
• Strong project coordination skills with the ability to manage multiple deadlines simultaneously.
• Exceptional attention to detail, especially regarding formatting and compliance requirements.
• Strong written communication skills and ability to correspond professionally with authors, committees, and vendors.
• Ability to learn new technical systems and publishing platforms quickly.
• Comfort working with structured processes and technical documentation.
• Ability to remain calm and methodical when working under deadline pressure.

• Experience supporting conference proceedings or scholarly publication workflows.
• Experience with submission and peer-review systems such as EDAS, Microsoft CMT, Oxford Abstracts, SoftConf, ScholarOne, Editorial Manager, or similar platforms.
• Experience working with authors, editors, reviewers, or production vendors.
• Exposure to digital libraries or indexing repositories.
• Experience supporting professional association or standards-based conferences.
• Familiarity with copyright, open access, and publication ethics considerations.
• Experience coordinating work across international stakeholders and time zones.
• Experience handling technical document formatting and publication compliance checks.
• Background in academic, technical, or engineering-focused environments.

• This role will not require regular travel.
• Occasional travel may be inclusive of annual company retreats, department retreats, client meetings, etc. as needed.
• Maximum travel will be less than 10%.
• The ability to travel internationally will not be regular, but may be required.
  
  

• Prolonged periods of sitting at a desk and working on a computer.

• Compensation is commensurate with skills, education, and experience starting at $56,061/year.
• Comprehensive Medical, Dental & Vision Insurance (Full employee premiums covered by Conference Catalysts).
• Health Flexible Spending Account (FSA) for eligible health & wellness expenses.
• 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals).
• Uncapped flex time off following the 90-day onboarding period.
• 14 paid company holidays.
• Voluntary Life and AD&D insurance.
• Individual professional development budget.
• Annual office discretionary budget.
• Annual swag store budget.
• Monthly gym membership reimbursement.

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