Acquisitions Coordinator

Department: NU Press Administration
Salary/Grade: NEX/11

Job Summary

Supports and assists the work of the acquisitions department throughout the manuscript consideration process, from initial inquiry through transmittal, including permissions review, or contract coordination, payments procedures, and transmittal of all manuscripts to the Editorial/Design/Production team.

The minimum starting salary for this position is $19.31 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Specific Responsibilities:

Support Acquisitions in Manuscript Tracking and Preparation

• Working closely with the acquisition's editors, tracks manuscripts through the acquisitions process from initial submission through transmittal to manuscript editorial. Works with authors and volume editors in preparation of electronic files. Oversees intern assistance for these steps. Aids in preparation of all relevant communications from the acquisitions department to the manuscript editorial department, including creation and maintenance of detailed text and photo illustration permission records. Inputs all relevant data into Title Management databases and updates as needed.

Contracts

• Prepares, proofreads and executes contracts for new books and license renewals. Tracks status of contracts, digitizes, and files them; communicates all relevant contract information to the Business Office.

Invoices and Payments

• Oversees payments for all contracted work and peer review transactions, including licenses, translations, and agented agreements.

Record keeping and tracking

• Takes minutes at all acquisitions-led meetings for future reference; handles intake of peer reviewed materials and preparation of project materials for faculty editorial board meetings. Inputs information into the title management database and updates as necessary. Registers CIP data and individual book copyrights.

Manages Press's Internship and Work Study program

• Trains, coordinates, and oversees the work of approximately four acquisitions interns per year as well as facilitates the publicity of the program and selection of interns and work study students for other departments at the press.

Manuscript submissions and review

• Manages review of unsolicited manuscripts prior to review by acquisitions editors or series editors. Manages rejection process of unsolicited submissions, including mailing notices and logging submissions. Supports the peer review process for all acquisitions editors. Follows up as needed with authors, series editors, and acquisition editors.

Miscellaneous

• Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Bachelor's degree or an equivalent combination of education and experience where similar knowledge, skills and abilities may be acquired. Graduate degree or equivalent work experience preferred.
• Experience with contracts, permission, and copyrights.
• Superb attention to detail, ability to work independently, maintain multiple long-, medium-, and short-term schedules, and prioritize pressing tasks amid a variety of assignments.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Adaptability - Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.
• Collegiality - Being helpful, respectful, approachable, and team-oriented, building strong working relationships and a positive work environment.
• Communication - Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
• Computer Proficiency - Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, email and web browsers.
• Efficiency/Dependability - Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Ethics and Integrity - Follows through on commitments; incorporates honesty, respect and fairness in daily actions; demands trustworthiness from others; demonstrates courage and objectivity.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
• Judgment - Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
• Meets Deadlines - Displays consistency and success in adhering to deadlines.
• Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
• People Management - Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
• Quality/Compliance - Striving for excellence with our work processes and outcomes, honoring University policies and regulatory requirements.

Preferred Qualifications: (Education and experience)

• Knowledge of academic publishing, preferably through an internship or previous experience at another publisher.
• Administrative experience in a university setting, preferably working in a within the realm of the humanities in some capacity.

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity working with content management systems and database technologies.
• Familiarity with the Chicago Manual of Style and imposing a house style.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.