Assistant Operations Manager

The University of Chicago; Chicago (IL); Hybrid; USD 55,000 - 72,000; Full time

Job summary

An established industry player is seeking an Assistant Operations Manager to enhance the efficiency of their Production Department. In this dynamic role, you will support the operations of over 90 scholarly journals, ensuring timely publication through effective budget tracking, vendor management, and process optimization. You will collaborate with internal teams and external partners, utilizing your strong organizational skills and attention to detail to maintain high operational standards. This is a fantastic opportunity to contribute to a respected institution while developing your project management and operational expertise in a hybrid work environment.

Benefits

Health Benefits

Retirement Plans

Paid Time Off

Flexible Work Hours

Qualifications

• Minimum 2-5 years of related work experience required.
• Proficient in Excel, Word, and basic HTML.

Responsibilities

• Oversee journal portfolio performance and identify potential delays.
• Assist in managing vendor relationships and project schedules.

Skills

Organizational Skills

Attention to Detail

Communication Skills

Project Management

Problem Solving

Education

College or University Degree

Bachelor's Degree

Tools

Excel

Word

Acrobat Professional

HTML

Microsoft Office Suite

Adobe Creative Suite

Job description

Assistant Operations Manager page is loaded

Assistant Operations Manager

Apply remote type Hybrid locations Chicago, IL time type Full time posted on Posted Yesterday job requisition id JR29658

Department

Press Journals Production

About the Department

The University of Chicago Press Journals Division publishes more than 90 scholarly publications that cover a wide range of disciplines, from the humanities and the social sciences to the life and physical sciences. The Journals Division Production department is comprised of the Production and Operations Manager, with a staff of five professionals that work as a team to guide all our publications through the production process.

Job Summary

Reporting to the Production and Operations Manager, the Assistant Operations Manager will assist in the day-to-day operations of the Production Department and publication operations activities related to the print, online, and e-book publications of 90+ scholarly journals. Specific responsibilities include assisting with budget tracking, vendor management, and publishing issues online using in-house tools. A key aspect of the role is identifying opportunities for process optimization and efficiency improvements, as well as monitoring journal schedule performance to proactively address potential delays. This position requires strong organizational skills, attention to detail, and the ability to collaborate with internal teams and external partners to maintain high operational standards.

Responsibilities

• Production staff reports schedule performance and page budgets directly to the Assistant Operations Manager on a weekly basis. The Assistant Operations manager’s responsibility is to oversee the performance of the entire journal portfolio and identify potential delays or bottlenecks and implement corrective actions to maintain timely publication. Reports quarterly to Production and Operations Manager on page budget performance. Leads weekly Production meetings on schedule performance and fiscal year goals. Relays information to the Production and Operations Manager.
• Assists Production and Operations Manager with managing vendor relationships. This includes participating in RFPs, bi-yearly vendor performance evaluations, requesting estimates for special projects, and onboarding new vendors. Production staff relays vendor problems to Assistant Operations Manager for resolutions.
• Assist Production and Operations Manager to organize and execute portfolio wide projects, including communications to 90+ journal offices, tracking of project schedules, and ensuring key milestones and deadlines are met. Production staff reports directly to Assistant Production Manager on completion of special projects.
• Responsible for processing and uploading full journal issues in JATS XML using in-house tools and troubleshoot article posting errors. Assists in onboarding new journals, including processing and loading previously published content to the website.
• Maintains production budget tracking sheets, processes and updates invoices, pulls monthly accrual reports. Creates purchase orders in financial tracking systems and tracks invoice payments to vendors. Responsible for Statements of Ownership program, identifying new journals that qualify for periodical status, handling new applications.
• Manages print runs, print-on-demand program, and inventory, working with Production team, Subscription Fulfillment team, and vendors.
• Identifies opportunities for process optimization and efficiency improvements, providing strategic recommendations to enhance workflow effectiveness and operational performance.
• Direct back up when Production and Operations Manager is out of the office.
• Assists with other administrative projects as needed and acquire higher level guidance and skills.
• Assists with researching funding opportunities, preparing grant proposals, and drafting and/or editing other written materials with moderate guidance.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include a college or university degree in related field.

Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Minimum 3 years of experience in publishing, project management, or production.

Technical Knowledge or Skills:

• Proficient in Excel, Word, Acrobat Professional, and basic HTML.
• Familiarity with Microsoft Office Suite and Adobe Creative Suite, specifically Photoshop.
• Basic understanding of JATS XML.
• Familiar with Adobe Creative Suite.

Preferred Competencies

• High degree of organization and the ability to handle several overlapping projects.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills in relating to peers and supervisors.
• Work cordially and effectively with managers, peers, and vendors.
• Manage multiple tasks in fast-paced environment.
• Flexibility to deal with last-minute changes on projects.
• Must be interested in learning about and applying new technologies as needed.
• Respond quickly and appropriately to emails and queries.
• Maintain confidentiality.
• Ability to work independently with a high degree of initiative.

Working Conditions

• Hybrid office and remote environment.
• Ability to bend, crouch, or stoop.
• Ability to sit for 4 hours or more.
• Able to use computers extensively for 4 hours or more.
• Make repetitive wrist, hand, or finger movements.
• Ability to stand for up to 2 hours.
• Ability to use standard office equipment.

Required Documents

• Resume (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$55,250.00 - $71,500.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.