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Print and Digital Publishing Assistant
Alexandria , VA 22311
Arts, Entertainment & Recreation
Security Clearance Required
From $65,000 To $70,000
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Working under the supervision of the Director of Book Editing & Production, the Print & Digital Publishing Assistant performs various duties that support the unit's digital and print publishing operations. These duties include are but not limited to: prepares accurate and rich metadata for print books and e-books; delivers metadata and e-book files to distributors such as Amazon and spot-checks the accuracy of live metadata; downloads and processes distributors’ e-book sales reports for entry by financial services staff; serves as the primary day-to-day contact for e-book distributors; helps quality-check e-books in various formats (e.g., PDF, EPUB); stays up-to-date on new developments in digital publishing; works cross-functionally to improve e-book operations; sets up records in royalty system based on contract terms; assists with the work of ASCD’s foreign rights agent; prepares and tracks CIP data requests; coordinates book reprints with Production staff, reviewing related corrections and proofs; provides general administrative and light editorial support; participates on teams to improve processes and advance Association goals. These responsibilities require careful attention to detail, accuracy, and deadlines.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Compiles, manages, and sends print and e-book metadata and e-book files to distributors, troubleshooting problems and checking accuracy of metadata on distributor sites and ASCD website; optimizes metadata to include awards/quotes from reviews and other enhancements; loads e-book files to ASCD's systems and ensures online store setup and e-book member-benefit setup are correct.
Serves as primary day-to-day contact for e-book distributors and as liaison to our e-book specialists for file trouble-shooting. Downloads and formats sales reports from distributors (e-book, print-on-demand, and audio) for entry by financial services staff; maintains related distributor folders and sales tracking files in SharePoint.
Helps quality-check e-books in various formats (EPUB, Kindle, PDF) by reviewing on devices; stays up-to-date on new developments in digital publishing; works cross-functionally to improve e-book operations.
Provides administrative assistance to support the work of ASCD’s external foreign rights agent, including routing contracts for signature, sending application files to foreign publishers, coordinating translations invoicing and payments with financial services, and mailing sample books to authors.
Provides general administrative and light editorial support, including monitoring firstname.lastname@example.org mailbox, maintaining physical product archives and related online archive, maintaining record of invoices approved, compiling various reports, proofing selected communications, and shipping complimentary books to authors and others.
Participates on teams to improve processes and advance Association goals. Works to become familiar with ASCD products. Pursues learning activities related to individual goals.
A four-year college degree in a related field of study, such as English, journalism, or marketing is preferred.
Mastery of the English language.
Proficiency in MS Word, Excel, Adobe Acrobat Pro, and basic HTML.
Familiarity with print and digital publishing processes, including rights and royalties.
Familiarity with ONIX metadata platforms, files, and workflows is preferred.
Skills and Abilities :
Superior attention to detail and accuracy; solid grammar, spelling, and proofreading skills.
Ability to accurately do basic math.
Ability to quickly learn and use new software, particularly these programs used by ASCD: association management software and software for scheduling projects, managing/archiving content, distributing metadata, calculating royalties, and transferring files.
Ability to stay organized, coordinate and balance multiple priorities, solve problems, and consistently meet deadlines with moderate supervision.
Good oral and written communication skills and ability to interact with other staff, vendors, authors, and customers.
Ability to handle days filled with focused, solitary work and days filled with interruptions and requests for assistance from staff, authors, and vendors.
One to two years of experience working in a publishing organization, news organization, or education association (e.g., as administrative assistant, editorial assistant, publications specialist, paralegal, secretary).
WORK ENVIRONMENT :
Normal demands associated with a deadline-driven office environment.
The noise level is generally quiet to moderate.
Daily contact with external customers, authors, vendors, colleagues, associates, supervisors, and staff at all levels of the organization.
Ability to remain at a desk for extended periods of time.
Ability to communicate and exchange information with others.
Ability to move about to coordinate work in areas of varying heights.
Ability to perceive and inspect records in a document management system.
Ability to operate general office equipment.
Ability to occasionally lift, carry, move, or position objects weighing up to 20pounds.
This position description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Key Position Designation: Certain positions are essential to providing immediate and continuing support for operations or support functions during an emergency or building closure. Employees who hold these positions may be required to work (at their work-site or remotely) when other employees are not required above. Please refer to the General Information section above to determine whether this position is considered a key position.
Alexandria VA 22311
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