Editorial Assistant

US-CA-Thousand Oaks
4 weeks ago
Req #
# Positions
Editorial (US) - College Acquisitions





This position is responsible for supporting the Books Editorial Acquisitions staff.




  • Within the model of SAGE's vision statement, interact with professionalism and maturity with authors, potential authors and reviewers, customers, and in-house staff in all departments.
  • Maintain orderly electronic and paper files.
  • Prepare, track and file book contracts and work-for-hire agreements.
  • Prepare and transmit final manuscripts and basic ancillaries into production.
  • Maintain reviewer database and see that reviewers are paid in a timely manner.
  • Obtain and compile reviews of proposals and manuscripts.
  • Track titles under contract and potential new acquisitions in master database.
  • Conduct project-specific research as directed by the Acquisitions Editor.
  • Coordinate permissions process for all titles to be transmitted to production.
  • Perform daily work with moderate supervision from manager.


Essential Job Functions & Responsibilities


The job functions include, but are not limited to, the following:


  • Obtain reviews of proposals and manuscripts: Qualify and select appropriate reviewers; prepare review questionaires; contact reviewers, describing the scope of the review and establishing a reviewing schedule and payment amount; follow up on reviewers to ensure timely delivery of the review; keep Acquisitions Editor informed of progress on the reviews especially any delays; maintain master file of reviews.
  • Review summary: Compile reviews, as directed, for Acquisitions Editor to send to authors.
  • Assist in preparation of Publications Committee materials: work with Acquisitions Editor to prepare documentation for new projects and key revisions to be presented to Publications Committee for project approval; attend Pub Committee meetings and take notes on any changes to the specifications of the project; make necessary changes to approved projects prior to submitting approved contract proposals.
  • Prepare contracts for circulation to authors: compile all of the terms and agreements for new projects and key revisions to ensure that contracts are prepared accurately; circulate contracts for approval with Acquistions Editor; distribute approved contracts to new authors and ensure that all materials route efficiently among multiple author teams and are received back in the office by key deadlines.
  • Transmit  manuscripts into production: Assess the completeness of the manuscript according to the author’s guide and work with author(s) to obtain any missing elements; assess suitability of art (figures, photographs, charts, etc.), consulting with Acquisitions Editor, Production staff, Art staff, and/or Manufacturing staff as needed; work with Permissions department to clear and follow up on outstanding permissions; work with Contracts department to assure contributor contracts are received; enter data into SMART and prepare other appropriate forms.
  • Develop and refine new systems: Under the direction of the Acquisitions Editor, work collaboratively with other departments on new procedures and systems.
  • Market research: Research courses, adoptions, curricula using Internet. Send out surveys and compile and analyze results as directed by Acquisitions Editor. Prepare competitive analyses and other research projects; develop reports with minimal supervision.
  • Photo research: Work with authors to develop illustration programs. Find photographs and secure permissions.
  • Assist with ancillary development: Coordinate all phases of basic ancillary creation under the guidance of the Content Development Editor, and/or Acquisitions Editor.
  • Assist in training new Editorial Assistants.
  • Arrange payments: Prepare check requests and/or book shipments to pay authors, editors, consulting editors, reviewers, and others as appropriate.
  • Track all projects: Ensure that all authors/editors hear from Sage at least quarterly and that projects adhere to established schedule.
  • Collaborate across departments: Work with colleagues in Production, Marketing, Sales, and other departments as needed.
  • Organize and Track Data: Enter data into spreadsheets and databases accurately and on time.




The additional responsibilities include, but are not limited to, the following:

  • Plan special events.
  • Make travel arrangements.
  • Attend in-house meetings as directed by Acquisitions Editor.
  • Travel to local conference, as directed by Acquisitions Editor and national conference travel after one year of employment.
  • Attend local campus visits as directed by Acquisitions Editor.


Qualifications & Education


Qualifications and Education include, but not limited to, the following:


  • Bachelor’s degree required
  • One to two years of office experience
  • Proficient in Word, Excel, PowerPoint, Outlook and Internet
  • Interact appropriately with authors, customers, and colleagues to handle situations within the model of SAGE’s vision statement
  • High level of maturity and professionalism
  • Excellent oral and written communication skills
  • Strong interpersonal skills



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