Acquisitions Administrative Assistant

UF ECE Ambassadors; Campus (IL); On-site; USD 20,000 - 28,000; Full time

Job summary

University Press of Florida is seeking an Administrative Assistant I to support the Acquisitions team, reporting to the Editor-in-Chief. You will handle editorial board materials, schedule meetings, and help prepare manuscripts and permissions for production.

This role requires attention to detail, teamwork, and flexibility, with responsibilities across documenting workflows, coordinating interns, and ensuring accurate records in the press database.

Qualifications

• High school diploma or equivalent and one year of relevant experience or an equivalent combination.
• Excellent oral and written communication skills.
• Ability to maintain confidentiality and work independently with initiative.
• Familiarity with Windows and Microsoft Office Suite and basic database use.

Responsibilities

• Prepare and file correspondence, contracts, and documents for publishing decisions and procedures.
• Set schedules and track internal meetings and deadlines for editorial board materials.
• Supervise preparation of editorial board and in-house dockets and distribute minutes.
• Train and supervise Acquisitions Interns and coordinate workflow with Editors.

Skills

Word processing

Adobe Creative Suite

Communication skills

Education

High school diploma or equivalent

Tools

MS Word

MS Excel

Adobe Photoshop

Job description

Classification Title: Administrative Assistant I Classification Minimum Requirements: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description

The UPF Acquisitions Administrative Assistant plays a critical support role in the book commissioning and publishing process. Reporting to the Editor-in-Chief of the University Press of Florida, this position works with all members of the Acquisitions Department to provide administrative support, furthering the development and acquisition of a robust list of general interest and scholarly titles in a range of humanities and social science disciplines.

The Acquisitions Administrative Assistant will work with Acquisitions Assistants and Acquisitions Interns to provide administrative support to the Acquisitions Editors, the Editor-in-Chief, and the Director. As primary administrative support for the Acquisitions Department, the Acquisitions Administrative Assistant will maintain departmental procedures and workflows. The Acquisitions Administrative Assistant will oversee preparation of the editorial board dockets four times a year, manage the editorial board schedule, facilitate board communication, and maintain minutes of all editorial board meetings. In addition, the Acquisitions Administrative Assistant will manage the department internship program, including reviewing applications, conducting interviews, and training and managing Interns. The Acquisitions Administrative Assistant will provide direct assistance to the Editor-in-Chief and one Acquisitions Editor by preparing manuscripts, images, and permissions for transmittal to production; facilitating the peer review process; and maintaining accurate project and author information in the press database.

The Acquisitions Administrative Assistant must work well as a contributing member of a team and be willing to step in and complete activities where needed. The role requires versatility, efficiency, flexibility, attention to detail, and excellent organizational skills.

Support Department 25%

• Prepares and files correspondence, contracts, and other documents regarding publishing decisions, policies, and procedures of the University Press of Florida, and coordinates with Acquisitions Assistants and Interns for related tasks;
• Sets schedules and tracks internal meetings and deadlines for editorial board materials;
• Supervises preparation of editorial board and in-house dockets;
• Prepares and distributes minutes from editorial board meetings and in-house meetings before board meetings.

Train and Manage Interns 25%

• Recruits, trains, and supervises Acquisitions Interns;
• Trains and coordinates workflow of Acquisitions Assistants in coordination with the Editor-in-Chief and Acquisitions Editors;
• Updates Acquisitions procedures and documentation as needed.

Prepare Manuscripts 50%

• Prepares manuscripts for peer review and publication and assists Acquisitions Editors in coordination of peer reviews;
• Reviews and prepares title budgets for projects at multiple stages;
• Assists authors in the final preparation of manuscripts, illustrations, and permissions for copyediting;
• Communicates with authors to identify and obtain missing and/or incomplete materials for project transmittal;
• Prepares forms for launching projects to editorial;
• Maintains flexibility and awareness of changes and needs in the organization by assuming similar duties and responsibilities as assigned.

Expected Salary

$17.50 per hour

Required Qualifications

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred

Minimum of two years’ experience in book production. Skills include familiarity with word processing and Adobe Creative Suite.

Experience with book publishing, understanding of publishing process, previous work in office environment, and demonstrated interest in publishing (e.g. publishing internship, certificate).

Excellent oral and written communication skills are essential, as are interpersonal skills. The ability to maintain confidentiality and work independently with a high degree of initiative are critical.

The incumbent should be computer literate, with a strong working knowledge of Windows, Microsoft Office Suite (especially MS Word and Excel), and comfortable with database programs. Familiarity with Adobe Photoshop preferred.

This position is eligible for Veteran’s preference.

Health Assessment Required: No