Editorial Assistant (FT), Pauline Books and Media, Jamaica Plain

Title: Editorial Associate Full Time

Location: On-site

Job Summary:
The Editorial Associate (EA) supports the Pauline Books & Media (PBM) publishing team achieve an overall goal of 25 releases per year by organizing and managing the clerical details of the editorial process from the handling of initial cold submissions, through the acquisitions process, to the archiving of contracts and paperwork for titles once they are published by PBM. This role includes preparing agendas and notes for editorial and interdepartmental meetings, preliminary manuscript assessment, various electronic filing, and correspondence, including making sure that all necessary permissions are obtained for each acquired title. This role is carried out under the supervision of the Editorial Manager and in collaboration with the editorial team.

Reports to: Editorial Manager
Specific Activities:
Submissions and Author Correspondence

1. Stays current with the emails coming into [email protected]. Handles correspondence with potential authors and reviewers of a manuscript project. Forwards other inquiries onto appropriate person/department.
2. Listens to Voice Mails left for the Editorial Department and either responds to queries about manuscript submissions, or forwards the information to the appropriate department.
3. Registers incoming proposals and manuscripts. Forwards manuscripts that have potential to the appropriate team of Acquiring Editors (AE). When requested, provides manuscript overviews for incoming material.
4. Attends to appropriate correspondence pertaining to all incoming submissions, sending out acceptance or rejection letters, author questionnaires, etc.

Meeting Minutes

1. Prepares and circulates agendas for Editorial Meetings. Participates in these meetings as a member of the editorial team, takes notes and notifies the participants when completed notes available.
2. Takes minutes at the various intra-departmental meetings related to book manuscript project development, and as requested by the Editorial Manager or the Publisher.
3. Participates in and takes minutes at the semi-annual Visioning Meetings.

Manuscript Assistance & Tagging

1. Reviews every manuscript before it is sent to copyediting:
   1. Double checks that all front/back matter elements as described on the Project Report are accounted for in the manuscript.
   2. Creates or verifies the copyright page; reviews the number of acknowledgments and if necessary moves them to a separate Acknowledgements page.
   3. Creates or verifies the TOC.
   4. Verifies quotations, authenticates, and formats notes, and bibliographies and indexes as required.
   5. Ensures that the DE has provided a copyeditor/proofreader style sheet with information from editor.
   6. Alerts the manager that the manuscript is ready to go out for copyediting.
2. When requested by the AE (and only for projects copyedited by another person) accepts grammatical copyediting corrections and forwards the manuscript to the Developmental Editor (DE) for any queries regarding substance and style as needed.
3. As workflow permits, takes on the copyediting (or proofreading) of specific manuscripts at the request of the Editorial Manager.
4. Tags; verifies every component of each manuscript; prepares the manuscript for design and pagination and informs design department of manuscript status.

Permissions

1. Sends the Permissions Requirement Packet to Author, providing guidance in identifying quotations that require permissions and in identifying permission contacts. Tracks, records, and archives these permissions.
2. Obtains permissions from LEV, ICEL, and USCCB. As needed obtains other 3 rd party permissions.
3. Keeps track of all 3 rd party permissions obtained and forwarding them to the Business Office for appropriate action.
4. Prepares copyright page for all books, collaborating with the business office to make sure all information is complete and correct. Provides manuscript and copyright page for Library of Congress filing; receives, checks, and inputs LOC info.
5. Obtains permission agreement renewals for reprint editions of PBM titles.

Administration

1. In collaboration with the Publisher, Editorial Manager, and Acquiring Editors updates the PBM Publishing Schedule, ensuring that information for all titles remains accurate and current.
2. As needed, reminds editorial team members of deadlines and other project requirements to ensure the timely completion of manuscripts. To this end, keeps an eye on the project folders for each title found in both Editorial and PBM Publishing Teams.
3. Once an author (or licensor) contract is signed: a) assigns ISBN number(s) to the project, the EA updates files (electronic and hardcopy), and sends out notification to appropriate people. b) assembles and mails out an author welcome packet to authors who have never published with PBM before.
4. Once the title of a book is finalized by the publishing team and OK’d by the author(s), the EA updates files with the final title, and sends out the official notification to appropriate people.
5. For specific projects only (see PR and/or PBM Publishing Schedule), the EA sends the copyedited manuscript to appropriate diocese for Imprimatur review. When manuscript returns, forwards any requested modifications to the AE; and then facilitate follow upwith the diocese until an Imprimatur is granted. Ensure that any hardcopy official documentation is placed with the project files.
6. Submits check requests for copyeditors, proofreaders, expert reviewers, imprimaturs, etc. Keeps track of these requests and reminds Admin if check requests are unpaid after 30 days.
7. Files (online) for the Library of Congress Cataloging in Publication Data for each title.
8. Updates account password as needed. Submits application for e-book data within one week of print filing.
9. Files “Advanced Book Information” online with Bowker for print, digital, and audio (as applicable) formats.
10. Sends out author final review PDF after proofreading corrections have been entered and before the Publisher signs-off on the Feasibility Report.
11. Prepares the PO for newly published PBM titles to send copies to Library of Congress, endorsers, editorial files, etc., or various other needs.
12. Archives digital project files once a book has been published. Reviews and updates if necessary the book’s physical files to make sure that all appropriate hardcopy documentation has been kept.
13. In a year when we plan to attend the Frankfurt Book Fair: schedules FBF appointments and maintains database of international contacts. Helps to prepare all necessary material for the Fair. Prepares similar materials for any other publishing event of a similar nature.
14. Files PBM titles online with SIA (The International Secretariat for the Apostolate of the Daughters of St. Paul).
15. Miscellaneous
16. In collaboration with the Publisher/Editorial Manager, updates and maintains the EA manual as PBM processes change in response to new technology and/or better methods of organizing our workflow.
17. Performs any other editorial/publishing house related assignment requested by a supervisor.

JOB COMPETENCIES:
KNOWLEDGE

• Functional knowledge of Catholic vocabulary, spirituality, practices, and church organization (diocese, parish, etc.)
• Effective command of the English language and usage
• Working knowledge of the Chicago Manual of Style
• Experience in editing and research; preferably in a professional publishing environment

SKILLS

• Excellent command of the English language
• Attention to detail, and a drive to organize information for ease of future reference
• Appreciation for, and the ability to produce high quality writing; as well as an appreciation for popular-level writing
• Research skills that include both finding references in physical books as well as online searching
• Clear and cordial interpersonal communication style, both oral and written
• Confident use of Microsoft Office 365 and of the internet

ABILITIES

• Ability to work under minimal supervision and to meet deadlines
• Ability to work collaboratively in a team environment
• Ability to discern between primary and secondary source material
• Ability to discern between authoritative and unreliable source material
• Flexibility for multi-tasking such jobs as reading manuscripts, data-input, filing, communicating with authors, assisting with occasional departmental projects

To apply please send resume and cover letter to [email protected]
Pay range - $20 - $21/hour