• Editorial Assistant, College Acquisitions

    Location US-CA-Thousand Oaks
    Posted Date 2 weeks ago(6/12/2018 2:13 PM)
    Req #
    # Positions
    Editorial (US) - College Acquisitions
  • Overview

    The Editorial Assistant is responsible for supporting the Acquisitions Editor to reach his or her key goals in their assigned discipline including:


    • 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 on time print and digital products 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

    • Market research: Research courses, adoptions, curricula using Internet. Send out surveys and compile and analyze results as directed by Acquisitions Editor.
    • Obtain reviews of proposals and manuscripts:  Qualify and select appropriate reviewers; prepare review questions; 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.
    • Maintain databases: Enter data into spreadsheets and databases accurately and on time.
    • 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;  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.
    • Track all projects: Ensure that all authors/editors hear from Sage at least quarterly and that projects adhere to established schedule.
    • 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; maintain database record of projects and prepare other appropriate forms of project-related data.
    • Develop and refine new systems: Under the direction of the Acquisitions Editor, work collaboratively with other departments on new procedures and systems.
    • Photo research: Work with authors to develop illustration programs. Find photographs and secure permissions. This responsibility may include locating replacement photos at a lower fee when the author’s original selection is too costly.
    • Assist with digital and supplemental content 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.
    • Prepare competitive analyses and other research projects; develop reports with minimal supervision.
    • Work with colleagues in Production, Marketing, Sales, and other departments as needed.
    • Maintain orderly electronic and paper files.
    • Sort and prioritize incoming mail.
    • Plan special events.
    • Make travel arrangements.
    • Attend in-house meetings, as directed by manager.
    • Travel to local conference, as directed by manager and national conference travel after one year of employment.
    • Attend local campus visits, as directed by manager.

    Qualifications & Education

    • Bachelor’s degree required
    • One to two years of office experience preferred
    • 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
    • Demonstrate high level of maturity and professionalism
    • Excellent oral and written communication skills
    • Strong interpersonal skills


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