UBCMJ Executive Positions

Recruitment 2019

UBCMJ Overview of Staff Positions 2019/2020

Applications are now open!

Apply here: https://docs.google.com/forms/d/e/1FAIpQLSfI3csPJRqrxFN_16XUi5vpRDC4ewm6JsLmtNpud8IMbTRmvw/viewform?usp=sf_link
Deadline: Sunday, September 15, 2019

 

Position Benefits:

  • Be a member of an international, award winning student medical publication
  • Opportunities to network and meet distinguished faculty and clinicians locally and internationally
  • Enhance your resume (for instance, have the opportunity to demonstrate the CanMEDS Competencies prior to CaRMS applications for Residency)
  • Become familiar with process of academic publishing

UBCMJ Staff Structure:

Each year the UBCMJ has a set of ’Senior’ and ‘Junior’ staff. Our staff structure is designed so that Juniors may be promoted to Seniors in their second year, to train the new incoming Junior staff. This means that all positions require a two-year commitment, except for Staff Writers. The goal is to maintain sustainability and bridge gaps in learning. Because of the two-year commitment, medical students applying to any position other than Staff Writer must be in their first year. Students not in medicine may be in any year of their program, as long as they will remain students for the next two years and are able to commit to a two-year term with the journal.

Most positions are open to students in any academic program. Applicants may study at any institution, but (with the exception of IMP, NMP and SMP representatives) must be able to regularly attend meetings near the Vancouver General Hospital (video conferencing is available for medical students at distributed sites). Jr Co-Editor in Chief, Jr Managing Editor and Jr Communications Manager positions are restricted to first year medical students, as these positions require frequent communication with other staff, many of whom are in medicine. In order to avoid conflicts of interest, the only staff permitted to publish in the journal are the staff writers.

 

Summary of Available Positions:

Executive Positions

  • Jr Co-Editor in Chief (2 positions, 4-5 hrs per week)
  • Junior Managing Editor (2 positions, 3-5 hrs per week)
  • Junior Communications Manager (1 position, 3-5 hrs per week)
  • Junior Publications Manager (1 position, 3-5 hrs per week)

General Staff Positions

  • Staff Writer (up to 10 positions, 1-5 hrs per week)
  • Junior Section Editor (5 positions, 1 for each of the following sections, 3-5 hrs per week)
  • Junior Copy Editor (6 positions, 5 hrs per week in January and July only)
  • Junior Layout & Graphics Editor (1 position, 10 hrs per week for February and August only)
  • Junior Finances, Ads and Sponsorship (2 positions, 3-5hrs per week)
  • Junior Information Technology Manager (1 position, 2 hrs per week)
  • Junior NMP, IMP and SMP Representatives (1 position for each site, 1 hr per week)

 

Executive Position Descriptions:

Jr Co-Editor in Chief:
(2 positions, 4-5 hrs per week)

  • Record and distribute agendas and meeting minutes at Executive meetings
  • Ensure logistics of meetings (e.g. room bookings, catering if required, AV equipment and teleconferencing)
  • Overseeing the submission, review, copyediting, and publication process
  • Public relations for the UBCMJ
  • Securing UBCMJ sponsorships
  • Promote the UBCMJ within the academic community
  • Maintain relations with the Faculty of Medicine

Junior Managing Editor:
(2 positions, 3-5 hrs per week)

  • Coordinating section editors through manuscript review, editing, and publication process
  • Time management of the UBCMJ major deadlines
  • Develop updated contact list of editors, authors, and reviewers
  • Act as a liaison between publications, section editing and copyediting
  • Tabulate and monitor submission process
  • Promote the UBCMJ within the Academic community
  • Attend weekly UBCMJ executive meetings

Junior Communications Manager:
(1 position, 3-5 hrs per week)

  • Ensure accountability from the Advertising and Sponsorship, Promotions Team and Distributed Site Reps
  • Coordinate external and internal UBCMJ emails
  • Coordinate all class announcements for all years
  • Promote the UBCMJ within the Academic community
  • Attend weekly UBCMJ Executive meetings

Junior Director of Publications:
(1 position, 3-5 hrs per week)

  • Responsible for organizing manuscripts into the finished publication
  • Learn to use Adobe InDesign to create specific pages for an upcoming issue based on a theme, ensuring formal permission for any artwork/photo/other media is obtained
  • Review publication for consistent and appropriate formatting as well as for any other errors
  • Communicate with printing houses to establish prices for publication and approve final product for printing (together with the Director of Publications Senior)
  • Responsible for journal distribution (print and electronic)
  • Promote the UBCMJ within the Academic community
  • Attend weekly UBCMJ Executive meetings

 

General Staff Position Descriptions

Staff Writer (up to 10 positions, one year commitment, 1-5 hours per week)

  • Write articles for UBCMJ’s News and Letters section
  • Conduct interviews for articles
  • Promote UBCMJ within the Academic community

 

Junior Section Editor:
(5 positions, 1 for each of the following sections, 3-5 hrs per week)

– Academics Section

– Commentaries Section

– Reviews Section

– Case Reports

– News and Letters

  • Maintain ongoing contact and communication with authors and reviewers to ensure that a timely and blind review process occurs
  • Support authors in utilizing the online submission interface
  • Ensure that consent forms, where required, are obtained prior to submission to reviewers
  • Select articles for review based on scope of section
  • Report directly to corresponding Managing Editors
  • Promote the UBCMJ within the Academic community

Junior Copy Editor:
(4 positions, 5 hrs per week in January and July only)

  • Ensure rigorous copyediting according to the UBCMJ copyediting guidelines (Vancouver Style)
  • Maintain ongoing contact and communication with authors and reviewers to ensure that a quality, timely, and blind review process occurs
  • Preferred (not mandatory) experience in editing and reviewing (i.e. writing/English background)
  • Months of involvement are February-March and June-July
  • Promote the UBCMJ within the Academic community

Junior Layout & Graphics Editor:
(1 position, 10 hrs per week for February and August only)

  • Responsible for many of the visual aspects of the journal, primarily in working with the Director of Publications, Graphics Editors, and Layout Editors in the development of the spring and fall print issues of the journal
  • Will work closely with the Director of Publications to produce the final document for punting and in selecting cover and article artwork
  • Be involved in the redesign of the print journal and website layout
  • Responsible for layout of the publication
  • Format articles, images, and advertisements into publication
  • Work with publication directors to compile digital format of final product
  • Review publication for consistent and appropriate formatting
  • Provide proofs for authors and advertisers as needed
  • Preferred experience in using Adobe® InDesign or Adobe® Photoshop
  • Promote the UBCMJ within the Academic community
  • Report directly to Director of Publication Senior and Junior

Junior Finances, Ads and Sponsorship:
(2 positions, 3-5 hrs per week)

  • Ensure appropriate advertising revenue for each issue of the UBCMJ
  • Approach sponsors for the UBCMJ
  • Develop a strong list of advertising sources for the UBCMJ
  • Develop and distribute sponsorship package
  • Liaise with the MUS Grants and Sponsorship Officer to secure funding for subsequent journal issues
  • Promote the UBCMJ within the Academic community
  • Maintain current (weekly) budget of all financial transactions of the journal
  • Attend one UBCMJ executive meeting per month
  • Maintain recording system for documenting all invoices and financial transactions
  • Retain records of all financial transactions of the publication
  • Issue invoices and receipts for sponsorships and advertising
  • Responsible for timely (weekly) reimbursements to staff
  • Liaise with Faculty of Medicine for auditing

Junior Information Technology Manager:
(1 position, 2 hrs per week)

  • Maintain UBCMJ website
  • Upload new issues and documents
  • Training will be provided
  • Be involved in website redesigns and improving online article access
  • Promote the UBCMJ on social media outlets and increase awareness of journal online
  • Coordinate the release of updates and announcements on our social media channels
  • Develop and distribute monthly newsletters to subscribers of the UBCMJ e-Newsletter (new)
  • Collaborate with and report to the Jr./Sr. Comms Managers regarding UBCMJ updates

Jr NMP, IMP and SMP Representatives:
(1 position for each site, 1 hr per week)

  • Act as the voice of UBCMJ and main liaison for faculty and students of the distributed sites
  • Ensure students at distributed sites are encouraged to participate in the journal and are aware of deadlines/major events
  • Facilitate communication of UBCMJ with the site Deans and other appropriate faculty members
  • Promote the UBCMJ within the Academic community
  • Report directly to Communications Manager