Acquisitions Administrative Assistant

University of Florida; United States; On-site; USD 20,000 - 28,000; Full time

Job summary

University Press of Florida is seeking an Acquisitions Administrative Assistant to provide essential administrative support across the acquisitions team. You will assist editors, schedule editorial board materials, mentor interns, and help prepare manuscripts and permissions for production.

The role emphasizes organization, discretion, and collaboration within a dynamic publishing environment, reporting to the Editor-in-Chief and supporting the director. Strong office skills are essential.

Qualifications

• High school diploma or equivalent with at least one year of relevant experience.
• Experience in book production and publishing processes preferred.
• Excellent written and verbal communication and interpersonal skills.
• Strong organizational skills and ability to maintain confidentiality.
• Proficiency with MS Word, Excel, and familiarity with Adobe Creative Suite.

Responsibilities

• Prepare and file correspondence and documents regarding publishing decisions and procedures; coordinate related tasks with assistants and interns.
• Set schedules and track internal meetings and deadlines for editorial board materials.
• Supervise preparation of editorial board and in-house dockets and distribute minutes.
• Recruit, train, and supervise Acquisitions Interns; coordinate workflow with Editors.
• Prepare manuscripts for peer review and publication; assist in coordinating peer reviews and budgets; obtain missing materials from authors.

Skills

Communication

Interpersonal skills

Organizational skills

Initiative

MS Word

MS Excel

Adobe Photoshop

Adobe Creative Suite

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Windows OS

Adobe Photoshop

Job description

Classification Title:

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.

$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 literature, 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:

Health Assessment Required: No

Advertised: 30 Oct 2026 Eastern Daylight Time

Applications close: 06 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.