Editorial Assistant

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


The Editorial Assistant is responsible for supporting the Acquisitions Editor to reach his or her key goals in her assigned discipline(s), including book signings, book transmittals, and books published, online product and video development, and related professional learning support and management. The Editorial Assistant supports the daily acquisitions, editorial, production, administrative, and scheduling needs and demands of the editor.

Essential Job Functions & Responsibilities


  • Acknowledge book proposals submitted for editorial consideration.
  • If the decision is made to reject the proposal, send an appropriate rejection letter and record the decision in the appropriate files.

Contract Proposals

  • Enter preliminary information about proposed projects into SMART. Update as needed in a timely manner.
  • Consolidate all materials; post contract proposal.


  • Proactively invite peer reviewers in appropriate disciplines to review book proposals.
  • Distribute proposals to selected reviewers and track return of completed reviewer reports, following up as needed. 
  • Compile reviews, as directed, and help to write analyses when requested  for Acquisitions Editor to send to authors.
  • Process reviewer book orders.

Market Research

  • Research topics, associations, trends, market data, etc. and report to staff as directed.
  • Send out surveys and compile and analyze results as directed by Acquisitions Editor.


  • Prepare all basic contracts, Independent Contract agreements, and Work-for-Hire agreements, according to Acquisitions Editor’s requirements.
  • Send contracts to authors; route signed contracts for signature.
  • Return countersigned contracts to authors with Corwin Author's Guide, and permissions guidelines.
  • Update relevant files and databases, including SMART.

Draft Stage

  • Process reviewer book orders.
  • Resend permissions information/reminder to authors.


  • Arrange and monitor follow up calls on the editorial process with newly signed authors.
  • Email authors requesting all loose ends to be sent with final the manuscript —bio, endorsements, photo, permissions log, etc.
  • Get final permissions log from Authors and post the manuscript for review by the permissions editor.

Author Questions/Correspondence

  • Answer all inquiries and requests throughout the transmittal process in a timely fashion.
  • Represent the Acquisitions Editor as “ambassador” with external authors, peer reviewers, and internal Corwin/SAGE colleagues.


  • Collect all required pieces and prepare book for transmittal by filling out basic specs in SMART, such as Table of Contents, copyright year, reviewer list, permissions log, etc.
  • Post-transmittal - Monitor price changes. Communicate changes to the editorial team and authors in a timely manner.


  • Process book orders for post-pub (copies to authors, endorsers, reviewers).
  • Send out post-pub author surveys.
  • Send post-pub author letters and author surveys.

Leadership and Training

  • Assist in training and updating EAs on clerical procedures, editorial processes, and interdepartmental databases and applications.
  • Develop and refine procedures and systems in collaboration with the managing editor and other staff members and departments.
  • Handle additional projects that support the department over and above the regular responsibilities of an EA.


  • Coordinate author requests for books.
  • Complete check requests. 
  • Maintain database of signings, transmittals and  published titles on a yearly basis to be used by the editorial team to plan and assess progress.
  • Assist Acquisitions Editor with Conference Planning as necessary
  • Travel to education conferences to meet authors and develop market awareness as planned with the editorial team.
  • Under the direction of the Acquisitions Editor, work collaboratively with other departments on new procedures and systems.



  • Specialized company projects
  • Miscellaneous requests pertaining to company-wide business as assigned by Acquisitions Editor
  • Acquisitions-Editor-specific reports
  • Assist the Learning team with technical or customer support, ancillary development, and other content development activities as necessary.

Qualifications & Education



Include, but not limited to, the following:

  • Bachelor’s degree from an accredited university required
  • Three years of office experience required
  • Ability to master  in-house systems used in Editorial Acquisitions
  • Proficiency in Word, Excel, PowerPoint, Outlook and Internet
  • Consistent and proven demonstration of high level of professionalism
  • Excellent oral and written communication skills
  • Ability to solve problems and make decisions
  • Excellent research skills
  • Ability to interact appropriately with authors, customers, and colleagues in a manner reflecting the SAGE Vision Statement


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