Editorial Assistant
3 weeks ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Editorial Asst (Books) (Gr6)
Job Title
Editorial Assistant
Department
Research | Chin Lab | Publication Canadian Literature
Compensation Range
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
March 14, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Dec 31, 2023
This is a part-time, term position at 28 hours per week and salary will be prorated accordingly.
Job Summary
The Editorial Assistant provides administrative support for the journal, working closely with the Managing Editor and Editor-in-Chief. Currently there is one full-time management staff (Managing Editor) and one part-time CUPE staff in the office; at any given time, there are additional student-staff members working in the office to support the editorial process.
Organizational Status
Works under the direction of, and reports to, the Managing Editor and Editor. There may be some supervisory duties. Liaises with the Arts Communications team to ensure adherence to Arts and UBC brand guidelines and communications best practices.
Work Performed
The primary tasks include:
- Responsibility for the manuscript and peer review process using FileMaker Pro and the Open Journal System (OJS)
o Checking to ensure all basic requirements of submissions are met
o Sending “Does not meet” correspondence for declined submissions
o Tracking reader reports
o Sending Editor decision to author(s)
o Checking with authors to ensure the copyright permissions are followed
o Obtaining publishing agreements
o Ensuring all supporting documents and images are received for publication
o Formatting articles, editorials, opinions & notes, and forum(s) for house style
- Working with the Poetry Editor for accepting poems and assigning poems to an issue
o Tracking all poetry submissions on the OJS and updating status
o Sending our “Does not meet” correspondence for declined submissions
o Collecting author information for payment
o Organizing and archiving Publishing Agreement forms
- Tracking issue content and timelines
- Collecting Author bios and information, drafting posts and posting on website and social media platform using template
- Maintaining database for subscription fulfillment for the print journal and electronic subscriptions on OJS and FileMaker Pro
- Administering Accounts Payable and Accounts Receivable:
o Filling online orders and reconciling payments made via credit card and electronic fund transfers
o Creating invoices, sending reminders for outstanding invoices
o Creating ASC forms to pay invoices from vendors, honoraria to poets, and journal vouchers to transfer revenue and taxes to appropriate account(s)
o Preparing online banking deposits
- Responsibility for regular correspondence with contributors and answering general inquiries sent to the journal
- Archiving issues and issue correspondence (physical and digital)
- Generating mailing list(s) quarterly for issue mailout and looking after incoming and outgoing mail
- Troubleshooting with authors, subscribers, and agents
- Attending meetings, taking minutes, and sending Weekly Storyboard updates to the team
- Maintaining inventory in storage room and supplies
Secondary tasks may include:
- Assisting other staff in creating subscription renewal forms, advertisements, flyers, and other promotional materials using In Design, Illustrator, and Photoshop
- Updating and checking WordPress website (canlit.ca) for issue content, general information, and subscription information
- Providing support for marketing activities such as organizing book launches, promotional mailings and newsletters, and preparing publication announcements
- Updating procedure manual in eKnowledge Base using WordPress
- Assisting with proofreading and some minor copyediting
- Assisting the Managing Editor, Editor-in-Chief, or Associate and Assistant Editors with other promotional projects or duties related to the job as required
Consequence of Error/Judgement
Works independently under general supervision. Job tasks are performed in accordance with established procedures, accepted practices, and the ability to choose action within limits defined by standard/accepted data information and procedure. Must exercise sound judgment and maintain positive relations with internal staffing and external contacts. Complicated situations that may arise will be directed to the Managing Editor and/or Editor. Close attention to detail, accuracy, and professionalism are key aspects of the job. Delays or errors from inaccurate work as a result of missed deadlines and lack of attention to detail could result in delay to the final product and embarrassment to the journal.
Supervision Received
This position reports to the Managing Editor. The assistant may work alone when writing correspondence, etc., but all social media or public-facing content (correspondence, social me
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