Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8)Job Title Publishing and Rights AssistantDepartment Leadership | UBC PressCompensation Range $4,739.00 - $5,102.00 CAD MonthlyPosting End Date April 15, 2024Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateAt UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Summary
Reporting directly to the Director, the Publishing and Rights Assistant provides administrative support for all departments at UBC Press. Acts as an assistant to the Director and provides key administrative support to Acquisitions Editors. The Publishing and Rights Assistant also oversees contracts, prepares and submits grant applications, assists in organizing UBC Press s professional development activities, processes all incoming rights and accessibility requests, enters data into Klopotek, the press-wide database, as well as various other databases, acts as the primary administrative liaison with the UBC Press Publications Board, and is responsible for all office supply management.Organizational Status
Reporting to the Director, the Publishing and Rights Assistant is responsible for a range of administrative tasks related to the publication activities of UBC Press.Work PerformedAssists the Director

• provides general administrative support to the Director, including booking appointments, sending out reminders, tracking to-do lists, monitoring email, and composing draft letters
• coordinates major grant applications and other major reports, including research and composition of significant components of the text of these documents
• prepares, assesses, and sends out contracts and other legal documents; as required, tracks and oversees compliance with contractual terms
• works with the Director and acquisitions department to update and amend, as needed, existing UBC Press documents
• processes documents of a confidential and sensitive nature
• schedules and organizes meetings of the UBC Press Publications Board (incl. arranging lunch catering)
• assembles and distributes documents in advance of Publication Board meetings; records Publication Board minutes; prepares resulting documents on behalf of the Board
• coordinates annual hiring of Work Learn students
• responds to calls from the public about employment in publishing, employment at UBC Press, general university queries, and, where appropriate, forwards queries to appropriate staff
• liaises on behalf of the Director with other departments of the university, other university presses, and outside agencies
• receives mail, provides support with correspondence, co-ordinates telephone and email contact as required, and schedules appointments
• completes other special projects as required

Performs (or coordinates) administrative and clerical support services to facilitate work of the Acquisitions Editors

• handles routine correspondence, document copying, telephone and written follow-up with authors and reviewers
• assists editors in obtaining individual title grants
• responds to routine editorial inquiries and ensures that unsolicited proposals and manuscripts reach the appropriate editor(s)
• tracks in Excel manuscripts and proposals received and maintains an electronic editorial log in Klopotek of projects rejected or in progress
• assembles and distributes documents in advance of Editorial Committee meetings and records Editorial Committee minutes
• prepares contracts and other agreements from standard templates and coordinates contractual issues with other Press departments
• prepares and tracks requisitions for payment for editorial-related activities such as conferences, readers reports, and subscriptions
• enters data from transmittal sheets into the Klopotek database for ONIX export

Provides administrative support and follow-up for foreign rights sales

• prepares and distributes semi-annual rights catalogues/tip sheets, distributes manuscripts and related documents to foreign publishers and follow-up, updates rights agents on new projects, prepares rights licensing agreements, and tracks the status of rights offers and agreements
• assists publishing staff with travel arrangements, schedules meetings and appointments, especially those related to book fairs and conferences

Consequence of Error/Judgement
Errors in dealing with authors, university, or government officials or in contracts and grant applications can cause embarrassment and financial and other harm to the Press.Supervision Received
Reports directly to the Director.Supervision Given
Assigns work and explains procedures to Work Learn students during academic year.Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsTraining in secretarial practices and office procedures. University degree preferred. Computer experience in both PC and Macintosh environments required (MSWord, Excel, Access, InDesign, graphics and HTML preferred). Knowledge of Canadian book publishing industry preferred. Effective oral and written communication, public relations, interpersonal and organizational skills. Ability to type 60 w.p.m. and to operate normal range of office equipment. Ability to use word processing, spreadsheet, database, graphics and web applications at an intermediate level. Ability to take and transcribe minutes. Ability to multi-task and to prioritize work to meet deadlines. Ability to maintain accuracy and attention to detail.

University of British Columbia