Editorial Assistant - Hybrid

Ultimate Staffing; Philadelphia (Philadelphia County); Hybrid; USD 32,000 - 42,000; Part time

Job summary

Ultimate Staffing seeks a Content Editing Associate in Philadelphia, hybrid role with onsite work two days per week. The role supports acquisitions and development teams, coordinates with content development, marketing, sales, product management, and market research to maintain product documentation and drive process standardization across teams.

Entry-level position offering exposure to medical reference publishing, with deadlines and cross-functional collaboration.

Qualifications

• Bachelor's degree and understanding of general project management practices preferred.
• Solid knowledge of Excel formulas and functions, including pivot tables is preferred.
• Analytical skills to make data-backed decisions.
• Independent day-to-day task management with proactive communication.
• Ability to adapt to changing priorities and deadlines.

Responsibilities

• Manage and communicate project schedules, track deliverables, and coordinate cross-functional meetings.
• Process contracts and set up product records in internal systems in coordination with royalty dept; coordinate with authors and vendors.
• Process invoices and follow up with contractors and accounts payable to ensure timely payments.
• Track spending against budgets using spreadsheets and SOP documentation across teams.
• Attend editorial meetings and coordinate schedules for group meetings; support research and surveys.

Skills

Excel basics

Pivot tables

Analytical skills

Time management

Cross-functional collaboration

Education

Bachelor's degree

Job description

Hybrid position - need to be onsite (Philadelphia, PA) 2 days a week. (days can be flexible)

Expected work hours - 30 hours/week

The Content Editing Associate will work with a variety of cross-functional roles beyond the acquisitions editor team including coordination with content development, marketing, sales, product management, market research team. This entry-level position offers the opportunity to learn about medical reference business models, which are rapidly evolving to meet the needs of our technically-savvy and time-strapped faculty, students, residents and physicians and institutional customers. The Content Editing Associate contributes to the success of the overall MEMP portfolio through maintenance of existing product, sales and customer-facing product documentation, support Acquisitions and Development Editors in the research and development of new product, and rollout and adoption of standardized processes within and across teams. The person in this role must be a careful listener with the ability to recognize shared challenges across teams and team members and the confidence to propose potential solutions. The Content Editing Associate should adapt to change with ease as deadlines shift and new opportunities arise that will shuffle priorities.

Key Tasks:

• - Manage and communicate project schedules, track deliverables, coordinate cross-functional meetings, and regularly report status to team via meeting notes documents and Confluence
• - Process contracts, including coordination of signatures and set-up of product records in internal systems in coordination with royalty dept Coordinate with authors, subject matter experts, and vendors for setup in payment portal
• - Process invoices and follow up with contractors and accounts payable team as needed to ensure timely payments -
• - Track spending against line-items in multiple types of budgets using spreadsheet software and in coordination with the full team Collaborate with other team coordinators to create, review, and update internal Standard Operating Procedure (SOP) documentations; support teams in implementation of SOPs
• - Utilize internal systems for product record creation, maintenance, communication of critical product identifiers, pricing, contracts and availability across sales channels
• - Coordinate maintenance spreadsheets and work with outside vendors on assessment review/update
• - Attend and contribute to editorial meetings, coordinate schedules for group meetings, and follow up on post-meeting action items
• - Assist team with research initiatives, defining and tracking annual priorities, drafting, deploying, and managing surveys, coordinating interviews, communicating with participants, sending honoraria, organizing notes, and analyzing results
• - Understands and chooses the appropriate timing, method, and message for communicating with peers, managers, and customers and does so with clarity and professional tone Identifies opportunities for improved operational efficiencies in daily work; applies quality standards and ensures accuracy and completeness of work outputs
• - Are located within 50 miles of an office and can work a hybrid schedule, being in our client's office 2-days a week
  

Requirements (years of experience, educational background, technical skills, etc.):

• - Bachelor's degree Understanding of general project management practices, tasks, tools Interest in Medical Education and Medical Practice publishing markets highly preferred
• - Solid knowledge of Excel formulas and functions, including pivot tables preferred
• - Analytical skills with ability to make sound decisions backed up by data
• - Manages day-to-day tasks independently, checking in with and asking questions of managers to ensure quality and timeliness of work
• - Manages time effectively, responding to and juggling a changing list of priorities and business needs to meet deadlines and complete projects
• - Takes personal ownership and responsibility for delivering on commitments
• - Accepts increasing responsibility for assignments
• - Conducts work with integrity
• - Responds positively to feedback and demonstrates ability to adapt when resources, needs, or priorities change
• - Contributes new ideas, methods, or solutions that improve the workplace, customer experience, or challenge others to think creatively about common challenges or processes
• - Works collaboratively with diverse colleagues and contributes to driving the business forward
• - Demonstrates consistent engagement and commitment to quality outcomes
• - Takes a proactive, logical and systematic approach to solving problems and contributes quality potential solutions that add value for the internal team and customers
• - Understands and chooses the appropriate timing, method, and message for communicating with peers, managers, and customers and does so with clarity and professional tone Identifies opportunities for improved operational efficiencies in daily work; applies quality standards and ensures accuracy and completeness of work outputs

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.