Administrative Assistant Jobs

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The University of Washington Press is the oldest and largest publisher of scholarly and general interest books in the Pacific Northwest. We publish compelling and transformative work with regional, national, and global impact. We are committed to the idea of scholarship as a public good and work collaboratively with our authors to produce books that meet the highest editorial and design standards. We value and promote equity, justice, and inclusion in all our work.
The press is continuing to expand its dynamic and award-winning program and, with this growth, is eager to bring new ideas, new enthusiasm, and the opportunity to work with a terrific team of publishing professionals. Based in Seattle, the press is part of a vibrant book culture, with independent bookstores, museums, libraries, and book supporters throughout the city and region.

The University of Washington Press has an outstanding opportunity for an Administrative Assistant.

This is a part time (20 hours per week) limited duration project appointment with a scheduled end date of June 30, 2024, while the Press onboards a new Director of Finance and Operations and conducts an assessment of longer term staffing needs.

DUTIES AND RESPONSIBILITIES

Support Director’s Copublication and Distribution Work

Schedule meetings with publishing partners

Work with publishing partners to obtain all necessary image and text files and metadata for seasonal catalog and promotional use

Enter publication data into database (Allbooks)

Fill out contract templates

Mail and track contracts

Rights and Permissions

Update records

Scan and file documents

Review database contracts and upload missing files

Update spreadsheets

Review and organize digital and paper files

Mail or provide link to new seasonal catalogs to rights agents and foreign publishers

Respond to Permissions Requests

Respond to queries for course use, reprints, accessible copies, etc.

Investigate rights status, reviewing digital and paper files for relevant documents and information

Determine fees, in consultation with director or rights manager

Fill out agreement templates

Update database

Prepare and transfer digital files

Help track payments

Provide support for arranging translations and foreign editions:

Investigate rights status of requested titles

Review illustrations inventories for rights information

Prepare sample materials, tip sheets, and watermarked PDFs

Transfer digital files

Send books to publishers and authors

Send documents by mail, email, or DocuSign

Library of Congress

File LOC requests

Respond to queries

Send books to LOC

Advancement

Communications: help draft updates to Advancement Board, thank-you letters, etc.

Help prepare materials to support Advancement efforts

Prepare and coordinate mailings (i.e., catalog mailings, year-end appeals, etc.)

Order and send books to donors

Help organize advancement activities and events (i.e., send and track invitations, handle refreshments, etc.)

MINIMUM REQUIREMENTS

High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS

Proficiency using Microsoft Office

Ability to communicate clearly, accurately, and effectively both in writing and verbally

Excellent organizational skills

Proven ability to efficiently handle multiple projects simultaneously and meet deadlines

Ability and desire to work both independently and cooperatively in a highly collaborative environment

Sensitivity to language relating to race, gender, and sexuality

Ability to maintain confidential information

DESIRED QUALIFICATIONS

One or more years of experience with a scholarly or trade publisher

Bachelor’s or advanced degree preferred

Demonstrated interest in equity, inclusion, and justice

Knowledge of Adobe In-Design or Photoshop

Familiarity with Filemaker Pro database management