Editorial Assistant

Job Description

Role title Editorial Assistant

Role reports to Senior Commissioning Editor

Level 3

Job family Academic Books

Sub family Editorial

Department Humanities and Social Sciences

Location New Delhi

Purpose of the role

To work closely with a team of Commissioning editors and provide operational and administrative support in related subject areas. Assisting in list management and development, and deputise in their absence where appropriate (for example, conference and meeting attendance, answering urgent queries) To organise several key areas of content workflows for titles, for example writing blurbs etc.

Key accountabilities

To facilitate efficient co-ordination between editorial and content teams/internal stakeholders.

To take responsibility for several key components of the content workflow for titles.

Provide editorial support for ‘Centaur' database covering all aspects of editorial process, to ensure delivery dates & metadata is maintained accurately. Responsible for updating missing or incorrect data.

Maintain accurate digital files.

Working to tight deadlines and multiple competing priorities.

Key relationships (internal and external)

Assist Publisher/Commissioning editors in peer review of new projects, and in including assistance on any final clearance reading. This may entail commissioning reviews, sourcing endorsements, as well as coordinating admin support (e.g., chasing late reviews, arranging payments and gratis books for reviewers).

To communicate regularly with authors, volume/series editors, and contributors, and with a broad range of internal colleagues beyond the immediate commissioning and content teams (including Marketing, Sales, Finance, Legal Services, Customer Services, etc.).

Support with the syndication process by assisting the Commissioning Editors with preparation, presentation and uploading of syndicate papers to agreed deadline.

Communicate any technical queries from authors to Content operations prior to handover i.e., online resources/file formats/house style/indexes.

Coordinate with the Indian Operations Coordinators to ensure efficient & timely arrangements are in place for obtaining relevant permissions and all 3rd party materials have been cleared prior to handover of manuscript.

Compile blurbs in consultation with appropriate Content Managers and Commissioning Editors on trade, reference, and professional projects.

Responsible for sourcing covers & having author discussion.

Work closely & coordinate with the Indian Operation Coordinators, sending and monitoring a variety of administrative tasks (i.e contractual/ review copies, eBook vouchers, SAP Payments/contracts etc…)

Source endorsers and coordinate with Indian Operation Coordinators for processing.

Work with Elements Coordinator to process, i.e., proposal & information forms & setting up series, issuing contracts etc. To manage overall Elements series.

Coordinate with the Indian Operation Coordinators in preparation & despatching of author/editor/contributor and other contracts to a high degree of accuracy, and subsequently monitor their return to ensure all are processed in a timely manner

Coordinate with the Indian Operation Coordinators contractual and review copies of books through Intranet ordering systems, eBook vouchers

Support Editors to arrange conference attendance and campus visiting.

Make suggestions for improvements and innovations for workflows and job processes.

To provide temporary cover & support during any vacant Editorial Assistants position impending recruitment.

Role impact (people, policy, financial)

What is the major impact of this role on the business?
Responsible for managing full delivery workflow of new titles from inception through to delivery of manuscript & evaluating content before handover.

Decisions and Recommendations

Use of a variety of IT systems to carry out role effectively, including CAMS, FileMaker (Centaur), SAP, One Trust, Ironclad Outlook, and JIRA.

Essential knowledge

Must have excellent organizational & time management skills, with the ability to prioritize tasks, and pay close attention to detail.

Must be a confident and an effective communicator. Excellent interpersonal skills, including the ability to relate to all parties involved, which may include eminent customers, external suppliers, and internal colleagues.

Essential skill(s) & experience

Must have good IT skills and be proficient in the use of word processing, spreadsheets, databases, and e-mail.

Knowledge of SAP would be an asset.

Key competencies (values or organisational values)

Demonstrate keen interest in and enthusiasm for publishing

For new authors, series editors or contributors deemed ‘in scope' by the Content Contributor Due Diligence Procedure, ensure that the appropriate due diligence forms have been completed (by the new author, series editor, or contributor) and received; that the submitted forms and identification documentation are checked (with reference to the Compliance team in case of queries); and that all relevant material is transmitted to the Royalties department

Key competencies (functional)

Should ideally have some office or administrative experience. Good Master's degree an advantage but not essential.

Key competencies (leadership)

• Achieving
• Inspiring
• Inclusive
• Trusted & trusting
• Confidence with humility