Editorial Admin Assistant

Job Title

• Title: Editorial Admin Assistant
• Department: Research Editorial
• Location: Noida -62

About the Role

Provide commissioning support to the Research & Reference Acquisition team. This support involves carrying out editorial and administrative tasks as directed, working collaboratively with cross-functional colleagues to maintain information flow so that the publishing process runs smoothly, and liaising effectively with authors, editors, reviewers, and in-house stakeholders to fulfill allocated responsibilities for the effective management of projects from commissioning through to post-publication author care.

Key Accountabilities

1. Core Commissioning Support: Peer Review Process Admin

   • Liaise with authors and reviewers as needed to support the acquisition process.
   • Collate payment details and gratis copy requests, process and handle any follow-up queries resulting from gratis/payment coordination.

2. Core Commissioning Support: Standard Declines

   • Liaise with Acquisition Editors as required, issuing standard rejection letters for speculative proposals in a timely and accurate manner.

3. Project Support: NIP Proposal Preparation

   • Liaise with Acquisition Editors to put together paperwork for new-in-paperback proposals, including hardback sales data, reviews of previous editions, etc.

4. Project Support: Individual Publishing Projects

   • Support work for projects including Oxford Intersections, Law Flex, Reference products, and the Audience Editor team.
   • Undertake research work and other administrative or editorial work as needed.

5. General Acquisitions Admin Support

   • Provide administrative support to Heads of Acquisition and Acquisition Editors as required.
   • Tasks may include preparing and circulating reports, arranging product access for authors, processing instructor/exam copy requests, payment requests, assisting in drafting/revising departmental documentation, managing author survey response workflows, calendar and agenda management, minuting meetings, arranging meeting rooms, and acting as a liaison with other departments.

6. Project Support: Open Access (OA)

   • Process forms and update records for OA funding applications, records of funder details and requirements, and other OA paperwork.

7. Project Support: Prize Administration

   • Oversee admin for research books prize, including batching submissions, supporting the lead editor in running the peer review process, managing admin for the shortlisting process, and managing submission of OUP titles to prizes and awards.

8. Internal Liaison

   • Work collaboratively with cross-functional colleagues to ensure the publishing process runs smoothly.

9. Systems and Data

   • Work efficiently within relevant systems to ensure payments and other documents are processed promptly and accurately.
   • Handle queries from other functions and ensure timely and accurate data and record keeping.

10. Tier 2 Tasks (Future Development)

    • Assist in drafting basic contracts and cover notes for review and processing.
    • Collate and proofread Pub Comm proposals and Delegates paperwork.
    • Provide post-publication author support, including answering basic queries and managing author content corrections.
    • Handle post-publication permissions queries from translations and rights teams.

Skills, Knowledge, and Experience

• Educated to degree level or equivalent.
• Previous administrative experience (within publishing desirable but not essential).
• Excellent written communication, interpersonal, and verbal skills.
• Highly literate and numerate.
• Fluent in English.
• Strong organizational, time management, and prioritization skills.
• Able to work well on own initiative and be proactive in solving problems.
• Excellent attention to detail.
• Excellent proofreading and research skills.
• Computer literate with experience of using MS Office (ideally including advanced Excel skills) and an aptitude for picking up new systems quickly.

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