Publications Specialist Duties
SUMMARY
This is highly responsible editorial work in assisting an
editor with a variety of publications details.
Work involves assisting with editorial functions such as
processing manuscripts, handling general correspondence, and
supervising advertising activities. Duties may also include
bookkeeping, subscription processing, and budget
supervision. Work is performed with considerable independent
judgement. Work is reviewed through conferences and
observation of results obtained.
DUTIES AND RESPONSIBILITIES
Assists the editor in departmental budget preparation;
administers the budget on a daily basis; receives checks and
insures correctness.
Assists the editor in posting position vacancies and
coordinating interviews with prospective employees;
maintains confidential files on prospective employees.
Manages personnel and payroll records for the department.
Prepares, submits, and maintains records of necessary
governmental reports.
Provides information regarding university policies and
procedures, investigates complaints concerning subscriptions
or lost issues.
Lists manuscripts to be used in next publication before
taking to printer.
Estimates number of pages from galley proof and informs
editor if all materials selected can be used in the
forthcoming issue.
Records date of proof's return to each author as well as
files biographical sketch for editor's contributor column;
writes authors who fail to return proof or biographical data
by designated date.
Collates corrections on author's and proof reader's copies
of galley proofs and enters corrections on editor's galley
proofs.
Collects "first page proofs" from printer; proof reads
"first page proof"; numbers pages when editor has determined
order in which each article, story, poem, and book review is
to appear and makes up table of contents for printer.
Composes correspondence for the editor's signature to
contributors, calculates amounts and sends checks to
contributors for article submitted.
Receives requests from publishers and authors concerning the
reprinting of articles that appear in publications.
Researches files to determine if institution is still
holding copyright privilege.
Assumes responsibility for replying to all inquiries
concerning advertising.
Checks monthly status reports to insure that all charges are
correct and that expenses are not exceeding budget
allotment.
Estimates the cost for printing each issue of publication as
well as verifying the actual cost entered on the printer's
bill, before submitting payment.
Supervises the mailing of each publication.
Completes and submits application forms for copyright of
each issue that is published.
Performs related work as required.
EDUCATION AND EXPERIENCE
Graduation from an accredited college or university and
considerable experience related to this class of work; or
any equivalent combination of training and experience.
KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of good English usage, spelling,
punctuation, and grammar.
Considerable knowledge of techniques involved in the
publication of a variety of productions.
Some knowledge of advertising as well as public relations
principles, practices, and procedures.
Some knowledge of bookkeeping principles and procedures.
Ability to supervise the work of others.
Ability to establish and maintain effective working
relationships with faculty, staff, and the general public
and fellow employees.
Ability to perform extremely careful reviewing and editing
of materials.
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