Production and Graphics Coordinator - TRB Executive Office

Feb 09, 2017
Apr 07, 2017
Engineering, Research
Full Time

The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.


The Transportation Research Board (TRB) is a division of the National Academies of Sciences, Engineering, and Medicine. The Board's mission is to provide leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal.




Assist Production Manager in coordinating production of approximately 100 publications annually, including a 60-volume online journal; track publications in progress, communicating with program staff and vendors and monitoring production schedules to meet deadlines; generate weekly production status and annual summary reports. Design and layout a variety of publications for print and web; work with Production Manager to develop specifications. Assist in preparation of journal manuscripts for editing and typesetting. Develop cost-efficient printing options for publications produced in-house. Monitor quality of outside design, type, and print work. Coordinate journal files for posting to TRR Online and journal abstracts for TRB Publications Index.




Production Coordination


Manage the production of various jobs as assigned (approximately 20–30 per year), such as conference programs, brochures, flyers, and postcards, and review digital proofs.


As assigned, acquire cost estimates and recommend cost-efficient options for printing. Write job specifications for obtaining vendor quotes, and review and prepare summary comparison of quotes received.


Circulate print run distribution forms for all publications to appropriate staff and compile information to determine number of copies to be printed.


Serve as liaison with vendors—graphic designers, typesetters, and printers—sending and receiving materials. Prepare work orders, ensuring that all materials for each job are included and properly organized for transmittal. Log in jobs received from vendors, ensuring that materials are directed to the appropriate staff for review.


Serve as liaison with TRB web content manager, providing instructions for posting PDF files of published materials; check quality of files.


Monitor and coordinate delivery and quality of electronic files of journal papers to TRR Online (via FTP upload), to authors-only website, and to storage on network drive; and of abstracts to TRB Publications Index abstractors.


Maintain production project files, ensuring completeness and retrievability of documentation.


Production Tracking


Track production of publications, monitoring progress of titles in production, entering schedule updates daily and generating weekly projected production schedule based on in-house editorial and outside supplier schedules.


Monitor vendor scheduling to ensure deadlines will be met.


Create and process reports from publications production (Access) database. Compile and enter production data into database. Generate annual production report and other reports as required.


Graphic Design and Production


Design and layout a variety of conference and workshop promotions, advertisements, announcements, and preliminary and final programs (approximately 20 per year) for print and web; develop production schedules to meet delivery deadlines; search for and acquire photos to fit themes and sites as required.


Layout books in the Conference Proceedings on the Web series, following set format; search for cover images; enter all stages of proof corrections; prepare final PDF for web posting; prepare files for CD-ROMs as required.


Layout and preparation of web PDF for electronic newsletters, such as LRT News.


Prepare and format journal papers for editing and prepare journal tables and figures for typesetter; perform other manuscript preparation as assigned.


Prepare electronic circular files for printing—convert text files to InDesign as needed and prep covers for digital output.


Review vendor jobs for graphic design, type, and print quality, and require vendors to upgrade quality to meet job specifications when necessary.


Review blueline proofs of selected publications.


Other duties as assigned.




Proficiency in Microsoft Office Suite (Word, Excel, Access) and Adobe Creative Suite (InDesign, PhotoShop, Acrobat, Illustrator). Ability to solve intellectual problems with supervisory consultation or by following established procedures. Ability to prioritize work and the flexibility to change directions as a job dictates. Ability to work successfully in a team environment.  Excellent written, oral, and interpersonal skills with proven ability to interact effectively with program staff and to communicate clearly and tactfully with vendors. Ability to work productively and calmly under the pressure of tight deadlines and to work simultaneously on several and varied projects.  Knowledge of current prepress and printing technology.

If you already have an account created with the Academies, to apply to this position, click “Add to my Jobs” with your login information. If this is your first time applying with the Academies, please click “Apply for this position” below.