Editorial Assistant, Yale University Press
University Job Title: Publishing Assistant 2
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Work Location: Central Campus
Worksite Address: 302 Temple Street New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Yale University Press
Total # of hours to be worked: 37.5
Provide a high level of editorial support for the Director and one Executive Editor. Possess a comfort and willingness to work with foreign language content and high-level academic writing across the humanities. Ensure that daily deadlines are met and prioritized to include both daily and overarching tasks. Engage with staff, faculty, authors, publishing representatives, media booksellers, and other customers with a high degree of professionalism. Research, select, and contact readers for proposals and manuscripts and maintain an organized system of manuscripts and accompanying material; undertake course surveys for titles designated as course books. Help create materials for both internal and external meetings. Articulate complex and sensitive information in a convincing, coherent, and efficient way. Track progress of readers' reviews, including keeping detailed notes; initiate payment for readers. Prepare memos and budgets for proposed projects to be reviewed by press management and Committee on Publications. Help process paperwork for contracts. Process manuscripts and accompanying materials for release to editing and production and for sales and marketing launches. Occasionally represent Press at conferences. Participate in hiring and training of work-study students and summer interns.
1. Makes stylistic, structural, factual, and grammatical corrections. 2. Writes copy for publication and distribution. Composes other substantive correspondence and written material. 3. Maintains contact with authors, printers, faculty, staff, and others associated with publishing work. Confers with authors on content, form and style. 4. Recommends revisions to manuscripts and illustrations. Performs layout work. Tracks copy through editing and production stages. Coordinates production schedules and ensures that printing deadlines are met. 5. Prepares manuscripts for electronic editing; converts and codes text files. Oversees the preparation of materials for the budget. 6. Monitors expenditures and reconciles financial statements. Formats and maintains spreadsheets, databases, and other internal reports. Determines sources of data. 7. Compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports. 8. Formats, keyboards, proofreads, and edits correspondence, press releases, copy, manuscripts, reports, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates and signatures. Determines administrative, facility, and equipment needs for conferences and demonstrations. Assembles and arranges for necessary items. 9. Performs additional clerical functions incidental to office activities, including: greeting visitors, answering and screening phone calls, assessing nature of business, providing assistance, responding to requests for information, screening and responding to mail, coordinating travel arrangements, scheduling and coordinating meetings and appointments, ordering and maintaining inventory of supplies. 10. Oversees, instructs and coordinates the activities of support staff.
Required Education and Experience
BA/BS and two years of related experience in the same job family or in book publishing or related enterprise (magazine publishing, library, bookstore, newspaper, yearbook, public relations); or an equivalent combination of education and experience.
Required Skill/Ability 1:
Excellent oral and written communication skills, including proofreading skills (accuracy, spelling, style and grammar).
Required Skill/Ability 2:
Excellent organizational, analytic, interpersonal and follow-through skills.
Required Skill/Ability 3:
Demonstrated copy-editing ability. Writing samples will be requested at the time of interview.
Required Skill/Ability 4:
Proficiency in MS Word or Word Perfect. Ability to develop spreadsheets and databases in MS Excel.
Required Skill/Ability 5:
Demonstrated ability to juggle many tasks simultaneously and on deadline with minimal supervision.
Preferred Education, Experience and Skills:
BA/BS in a humanities discipline; ability to read and write in foreign languages; Yale University Press internship; graduate of a postgraduate level publishing course, or six months experience as a Publishing or Editorial Assistant at Yale University Press.
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen: No
Health Screening: No
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.