Editorial Assistant

University of Pennsylvania | Philadelphia, PA

About Job

Job Description Summary

A key member of the acquisitions team of our books division, the Editorial Assistant will collaborate with another Editorial Assistant to provide support to the Editors in the Acquisitions Department of the Press, a five-person department focused on acquiring in the humanities and qualitative social sciences. The Editorial Assistant will work closely with the other EA in the department to support the entire team of editors, including the Editor in Chief, to manage book projects from initial screening and selection through peer review, faculty board approval, transmittal to production, and publication. Reporting to the Editor in Chief, the EA is responsible for communicating effectively with authors as well as members of the Editing. Design, and Production department and the Marketing and Sales department to assure that books are transmitted cleanly into production, and all metadata required for marketing and digital distribution to trading partners is in place in a timely manner.


Job Description

Supporting Editors In Selecting And Vetting New Projects

  • Screening incoming “over the transom” materials.
  • Assisting the editors in seeking peer reviewers; managing the processes of sending manuscript to peer reviewers and overseeing timely completion.
  • Assisting with the creation and distribution of memos to the weekly in-house Editorial Review Committee.
  • Calendaring and organizing monthly Faculty Editorial Board meetings.
  • Assisting with the creation and distribution of memos to the monthly Faculty Editorial Board.
  • Creation, circulation, execution, and archiving of book contracts.
  • With the editors, co-managing accurate and timely creation of title metadata for books placed under contract.
  • Associated clerical tasks such as filing, handling honorarium invoices, etc.

Supporting editors in transmitting manuscripts to Editing, Design, and Production:

  • Assisting editors in tracking deadlines for manuscript submissions.
  • Reviewing transmittal materials (including but not limited to text files, illustration files, manuscript submission forms, permissions documentation, and other necessary materials) to assure their readiness for production work.
  • Liaising with editors and author to assure timely correction/rectification of problems with transmittal materials and metadata.
  • Transmitting files to production and attending transmittal meetings.

Marketing Support

  • Assist marketing staff in creating copy, including endorsements, and other marketing metadata.
  • Occasional travel to support acquisitions and marketing work at scholarly conferences.


  • High School degree required, Bachelor’s degree preferred and one to two years of experience related to publishing, bookselling, or higher education is desirable or equivalent combination of education and experience.
  • Excellent written and verbal communication skills.
  • Familiarity with Microsoft Office suite and Filemaker; working knowledge of Adobe Creative Suite (Illustrator and Photoshop) desirable.
  • Demonstrated ability to work collaboratively with staff in all departments of a publishing operation, including sales and marketing, production, technology, and finance.
  • Demonstrated ability to prioritize tasks and manage time effectively.
  • An understanding of the value of diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Budgeted Pay Range

$15.00 per hour to $20.00 per hour, commensurate with education and experience.