Publications Coordinator and Executive Assistant to the Vice President for Research and Policy

American Society of Administrative Professionals; United States; Remote; USD 60,000 - 65,000; Full time

Job summary

An established industry player is seeking a Publications Coordinator and Executive Assistant to support the Vice President for Research and Policy. This role is integral to managing administrative tasks and enhancing the visibility of NASPA's publications. You will be responsible for scheduling, project management, and marketing initiatives that promote scholarly work and engage with a diverse audience. The ideal candidate will possess exceptional organizational and communication skills, thrive in a fast-paced environment, and demonstrate a commitment to fostering inclusive practices. Join a dynamic team dedicated to advancing student affairs and making a meaningful impact in higher education.

Benefits

Comprehensive Medical Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan

Flexible Work Schedule

Paid Time Off

Family Leave

Community Service Leave

Holidays

Qualifications

• 3-5 years of experience supporting executive-level leadership.
• Proficiency in project management tools and content management systems.
• Strong knowledge of editorial standards and style guides.

Responsibilities

• Manage the schedule and travel arrangements for the Vice President.
• Coordinate marketing initiatives for NASPA publications.
• Support operations of the Research and Policy team remotely.

Skills

Organizational Skills

Communication Skills

Project Management

Attention to Detail

Interpersonal Skills

Education

Bachelor's Degree

Tools

Asana

Job description

About NASPA

NASPA is the leading association for the advancement, health, and sustainability of the student affairs profession. We serve the diverse needs of our community, from vice presidents of student affairs to undergraduate student leaders considering a career in the field. Founded in 1919, NASPA includes more than 15,000 members in all 50 states, 29 countries, and 8 U.S. Territories. Guided by the principles of integrity, innovation, inclusion, and inquiry, we are dedicated to empowering our members to realize their full potential and to cultivating student success in collaboration with our institutional members, who represent every sector of higher education. NASPA's work is governed by our Code of Ethics. Read more here.

This position is a part of the Research and Policy Team, which generates scholarship and conducts policy analysis to articulate student affairs contributions to student success, learning, and development; interpret information to advance practice and policy conversations; and connect the many research and policy activities of NASPA members to increase reach and impact.

About the Position

The Publications Coordinator and Executive Assistant to the Vice President for Research and Policy plays a critical dual role in providing administrative support to the Vice President while managing workflows and marketing initiatives for NASPA’s portfolio of publications. This position ensures the Vice President’s day-to-day operations run seamlessly by handling scheduling, correspondence, and key administrative tasks while also facilitating effective production and promotional strategies for publications. The role requires strong organizational and communication skills, the ability to multitask in a fast-paced environment, and the ability to interact professionally with staff at all levels and volunteer leaders. The successful candidate will be innovative, detail-oriented, and capable of balancing administrative responsibilities with publications priorities. They must also possess excellent written and verbal communication skills, demonstrate sound decision-making abilities, and be proactive in building and maintaining processes to enhance efficiency and effectiveness.

Essential Responsibilities

Executive Support

• Manage and maintain schedule for the Vice President for Research and Policy, monitoring, updating, prioritizing, and confirming appointments, utilizing good judgment and strong decision-making skills
• Coordinate travel arrangements for the Vice President for Research and Policy, as needed
• Complete corporate credit card/reimbursements reports and timesheets for the Vice President for Research and Policy
• Provides the Vice President for Research and Policy with administrative support for key projects using project management software (Asana)

Administrative and Fiscal Management

• Support the operations of the Research and Policy team in a remote environment
• Schedule internal Research and Policy team meetings, create agendas, and track minutes and recordings
• Schedule external meetings with partners and planning committees
• Create, disseminate, and manage payments of invoices for purchase of materials
• Engage in key projects in the areas of professional development, member engagement, and advocacy as needed

Publications Coordination and Support

• Provide project management support for NASPA publications, including but not limited to books, periodicals, reports, and issue briefs;
• Work with team members and across the organization to identify new opportunities to expand the reach and engagement of NASPA publications;
• Plan and organize internal and external marketing and promotional initiatives for publications (e.g., webinars, short courses, conference events, podcast interviews, media kits, press releases, peer organization outreach, book review solicitations, email campaigns, social media promotions), working across departments to ensure effective coordination of tasks and deadlines;
• Process internal requests for event book orders and returns, publications discount codes, and complimentary copies;
• Facilitate and organize contracts for reviews and signatures (using Adobe Sign);
• Provide administrative support for the management of journal editorial boards, including but not limited to coordinating and reconciling travel and reimbursements for volunteer leaders; maintaining and updating journal board rosters; and organizing annual calls for applications;
• Manage general departmental correspondence, including responding to publications inquiries, accessible text requests, submission guidelines, etc.;
• Collaborate with colleagues across the organization to maintain a consistent, documented approach to customer service; and
• Perform other activities, duties, and responsibilities as assigned to support the association.

Reports to

Vice President for Research and Policy

Qualifications

• Bachelor’s degree preferred
• 3-5 years experience supporting organization operations and/or executive-level leadership, with experience as an executive assistant preferred
• Excellent organizational skills and attention to detail, with the ability to establish priorities, manage multiple projects, and meet deadlines
• Passion for developing and maintaining systems and processes that increase overall organizational efficiency
• Demonstrated experience with using technology to increase organization and productivity, including familiarity with project management tools (e.g., Asana), content management systems, file-sharing platforms, and a strong ability to learn how to use new platforms
• Excellent written and verbal communications skills, including strong knowledge of editorial standards and style guides, particularly American Psychological Association Style and Associated Press Style
• Experience developing marketing and publicity plans and content, particularly for academic or association publications
• Ability to work collaboratively with authors, editors, designers, and vendors
• Exceptional interpersonal skills with the ability to build relationships inside and outside the organization with members, volunteers, and colleagues
• Ability to take initiative, use sound judgment, and resolve problems diplomatically and discreetly
• Ability to work effectively, independently, and cooperatively with all levels of staff and constituents
• Demonstrated commitment to cultivating an inclusive work environment that values the perspectives and experiences of a diverse workforce and membership
• An understanding of higher education or experience working at a higher education institution

Employment Status

Full-time Non-Exempt: Nonexempt employees are those employees who are covered by the federal Fair Labor Standards Act, and are eligible to be paid overtime work in accordance with the provisions of applicable wage and hour laws.

Candidates must be authorized to work in the U.S. NASPA does not initiate, extend or provide immigration or work visa sponsorship for employment.

Salary Range

The salary range for this position is $60,00-65,000.

NASPA offers nationwide comprehensive medical, dental, and vision insurance, a 401(k) retirement plan with automatic employer contribution, flexible work schedule, and paid time-off including accrued PTO, family leave, community service leave, and holidays.

Office Location/Working Conditions/Physical Requirements

Office Location

This position may be based anywhere in the contiguous 48 states.

It is the employee’s responsibility to provide reliable internet capabilities for any work location outside of the Washington, D.C. office.

Travel

Occasional overnight travel to represent NASPA at events, and in-person meetings is an essential function of this position. Locations vary and can include sites outside of taxi service from major airports. As a result, the position is required to have the ability to travel independently, including air travel, navigating ground transportation, and occasionally driving a rental car.

Physical Requirements

This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.

Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines and support events and programs.

At times this position may require to routinely pack and unpack program materials for shipment, which will require pulling, pushing, lifting, and moving boxes weighing up to 50 pounds.

Commitment to Non-Discrimination Statement

NASPA provides equal employment opportunity for all applicants and employees. NASPA does not discriminate on the basis of race; color, national origin; religion; sex; age; gender identity or expression, affectional or sexual orientation, veteran status, disability, marital status; personal appearance; family responsibilities; genetic information; educational status; political affiliation; unemployment status; place of residence or business; source of income; caste; matriculation; credit information; status as a survivor or family member of a survivor of domestic violence, a sexual offense, or stalking; reproductive health decision making; or any other basis protected by law in any of its policies, employment practices, or in any context in the workplace. When necessary, NASPA also makes reasonable accommodations for employees with disabilities.

To Apply

Interested candidates should submit the following for consideration:

• Letter of Interest/Cover Letter
• Resume
• Three References
• In addition to a resume and cover letter, applicants should submit a recent writing sample relevant to the role's responsibilities. Appropriate samples include articles, reports, promotional copy, or editorial materials.

A complete set of materials should be submitted through this Asana form. Materials received by Tuesday, May 13, 2025 will receive priority consideration, but review will continue until the position is filled.