• Editorial Assistant

    Location US-DC-Washington, D.C.
    Posted Date 4 weeks ago(6/22/2018 4:24 PM)
    Req #
    # Positions
    Editorial (US) - College Acquisitions
  • Overview

    The Editorial Assistant is responsible for supporting the Acquisitions Editor in reaching their key goals for Political Science, specifically focusing on the International Relations, Comparative Politics, and Public Affairs list for the CQ Press imprint. Responsibilities include:


    • 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 various online tools. 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 Acquisitions 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.

    • Attend in-house meetings, as directed by manager.

    • Travel to local conference, as directed by manager.

    • 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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