Provides clerical assistance in Rights and Permissions department. Must interact courteously and professionally with authors, domestic and international publishers, members of the media, and colleagues requiring the assistance of the department.
Primary Duties and Responsibilities
- Files U.S. copyright registration for all books and journals within 90 days of receipt
- When certificate is received, enters TX information in Filemaker and files certificate in Director’s files
- Ensures prompt restocking to warehouse of any excess print inventory
- Creates and affixes labels for all new books and journals. Arranges newly labeled titles on shelves in the press library and records shelving locating in Filemaker database
- Shelves books that have been removed from the library, tracks down (and occasionally makes arrangements for replacing) missing items
- Collects newly published journals from Director’s office and shelves them
- Ensures that library shelves are neat and tidy
- Fills orders for gratis books and catalogs. Distributes to authors their copies of translated books received from international publishers
- Maintains official contract files, including preparation of new file folders. Files invoices for permissions granted and files paperwork related to the permissions received
- On a semi-annual basis researches and identifies addresses of journal contributors with royalty payments due and contacts them to solicit an updated W-9 form
- Sets up new vendors in SAP for journals contributors with royalty payments due
- For all newly executed publishing contracts, enters into Filemaker data on sales territories, publishing rights and subsidiary rights and restrictions
- Misc. duties as assigned.
High School Diploma/'GED required. College degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits/semester hours or 18 graduate degree credits may substitute for one year of experience). Six months related experience required. Clerical, bookkeeping, or library experience a plus.
Special skills and knowledge
MS Word, Excel required. Filemaker Pro preferred.
Physical requirements for the job:
Able to lift 25 pounds of books
Part-time, 25 hours a week. Flexible hours.Click here to apply for this position
As a production specialist in the journals division, you will oversee the day-to-day workflow necessary to publish approximately 30-40+ journal issues a year. You will manage all stages of production from typesetting to mailing, producing final files suitable for print, online, and reprint publication. This position directly impacts the profitability of the Press and plays a key role in keeping or acquiring new journal titles as the primary contact for his or her editorial teams.
Primary Duties and Responsibilities
- Manage all production and distribution logistics for approximately 40 journal issues annually in collaboration with 8-12 editorial offices (mostly outside the Hopkins community) and 4-5 different vendors. Oversee typesetting, printing, and mailing for both print and online publication.
- Establish good relationships with assigned publishing partners and vendors and communicate with them frequently. Answer most common questions or direct to the proper department. Inform editorial teams of any changes or updates to departmental policy.
- Develop, track, and troubleshoot production schedules for your journal group and ensure adherence to the schedule by editors and vendors throughout. Track all stages of production and post-issue processing, proactively recommending ways to meet schedule to editorial offices. Learn to forecast print dates accurately.
- Review and approve all stages of pre-press or proofs before publication and set print runs, consulting manager as needed. Review art files for quality. Order mail labels and upload final files for online publication. Increasing your knowledge about these processes is expected.
- Identify rights & permissions problems in issues and assist in solving them. Use various existing publishing agreements appropriately. Understand author reprint policy and inform author or direct requests to Rights & Permissions as appropriate.
- Enforce page budgets, bill for memberships and extra production charges, approve and code production invoices correctly. Assist manager in closing by providing information and accurately invoicing excess costs. Learn to recognize cost drivers.
- Back up colleagues as needed and document processes for your journal titles. Actively collaborate in departmental initiatives and participate in meetings. Assist in documenting departmental processes. Help train new staff members.
- Collaborate with coworkers on projects such as proofreading marketing pieces, compiling statistics for anuual postage statements, and so on. Occasionally oversee changes in cover design, working with in-house layout staff and the editorial team. Recommend changes and offer creative ideas; obtain editorial input and approval with some managerial guidance.
Mission/Service Orientation: Directly supports the mission of Johns Hopkins University Press to disseminate scholarly knowledge.
Problem Solving: The specialist is largely responsible for quality control and decision-making for day-to-day activities for their titles, with limited consultation and advice. Setting priorities among titles to ensure he or she meets production deadlines is essential. A willingness to collaborate with editors, vendors, and in-house personnel to meet goals is essential. Good judgment in when to refer questions to management is expected.
External Contacts: Works with 8-10 editorial teams (most editors are professors) and 4-5 vendors (printers, typesetters) to produce journal issues. Internal Contacts--daily interaction with production team, marketing group, and circulation group in Journals. Also Journals Publisher on occasion, other managers on occasion. Frequent contacts with Muse production team, accounting staff, and rights & permissions staff.
Teaming Skills: Incumbent must work very closely with editorial teams and production colleagues to meet the Press's publishing goals and budget. An ability to work independently is important but the specialist is also expected to back up colleagues and work cooperatively with journals coworkers on departmental or divisional projects.
Innovation: Creativity and innovation are encouraged in developing workflow and streamlining processes. Creativity in generating ideas about design updates.
Managing Change: Production is undergoing constant change due to technology and the migration of print to digital forms of media. An ability to adapt to new processes and vendors is essential.
Impact: Oversees 40 journal issues annually in collaboration with 8-12 editorial offices (mostly outside the Hopkins community), 4-5 different outside vendors, and in-house layout team. Directly communicates with assigned editors and outside vendors to meet publishing goals. Has a direct impact on income for the Press as we earn income with each issue published. Plays a key role in retaining journal titles as specialist has daily interaction with his or her editorial teams.
Knowledge: An ability to proofread on a professional level is essential. Excellent written and oral communication skills are required to collaborate with professional scholars. Incumbent must have the ability to learn quickly.
Education: High School Diploma/GED required; some college or BA/BS in liberal or graphic arts and three years related experience preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Basic competency with word processing, email, Internet. Familiarity with spreadsheets (Excel), databases (Filemaker), graphic design software (InDesign, Photoshop) helpful. Foreign language skills helpful. HTML or XML knowledge a plus.
Related Work Experience: Experience in journal or book publishing production or a related area strongly preferred. A demonstrated interest in the English language, graphic arts or a related area is essential.
JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Interpersonal Skills: The job demands tact in demanding quality and persuasion in making changes, accelerating schedules to meet deadlines, or explaining why we can't make changes. Manage relationships with editorial teams (your customers) and vendors providing services to produce on-budget, on-time issues of high quality.
Supervisory Responsibilities: none.Click here to apply for this position