Position Description
Press Northwestern University Press
Acquisitions Editorial
Acquisitions Coordinator


Job Summary  

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

Principal Accountabilities

  • Reviews unsolicited manuscripts prior to review by acquisitions editors or series editors. Manages rejection process, including mailing notices and logging submissions. Manages the peer review process for all acquisitions editors. Follows up as needed with authors, series editors, and acquisition editors.
  • 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.               
  • Oversees payments for all contracted work and peer review transactions, including licenses, translations, and agented agreements.          
  • 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.                
  • 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.
  • Working closely with the acquisitions 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.        
  • Performs other duties as assigned.         

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

  1. Bachelor's degree or an equivalent combination of education and experience where similar knowledge, skills and abilities may be acquired. Graduate degree highly preferred.
  2. Experience with contracts, permission, and copyrights, superb attention to detail, Ability to work independently and set priorities

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

  1. Adaptability – Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
  2. Collaboration – Facilitates open and effective communication, cooperation and teamwork within and outside of one’s own team; respects the needs and contributions of others.
  3. Collegiality - Being helpful, respectful, approachable, and team oriented building strong working relationships and a positive work environment.
  4. 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.
  5. Computer Proficiency - Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, email and web browsers.
  6. Efficiency/Dependability - Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
  7. Ethics and Integrity - Follows through on commitments; incorporates honesty, respect and fairness in daily actions; demands trustworthiness from others; demonstrates courage and objectivity.
  8. 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.
  9. Judgment - Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
  10. Meets Deadlines - Displays consistency and success in adhering to deadlines.
  11. 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.
  12. People Management - Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
  13. Quality/Compliance - Striving for excellence with our work processes and outcomes, honoring University policies and regulatory requirements.

Preferred Qualifications: (Education and experience)

  1. Knowledge of academic publishing, preferably through an internship or previous experience at another publisher. 
  2. 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)

  1. Familiarity with the Chicago Manual of Style and imposing a house style.


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