Job description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Duke University Press (DUP) is seeking a Journals Production Coordinator for our Editorial, Design, and Production team in a highly integrated team environment, and working with a diverse group of academic editors and authors. This position coordinates production activities and information for a set of journals, including establishing publication schedules; receiving, organizing, and trafficking publication materials through editorial, design, typesetting, digital content creation, and printing; oversees vendor performance and ensures production quality at all stages. The Production Coordinator manages vendor invoice payment. The position requires excellent communications regarding decisions that take into account the Press’s mission, editorial office relationships, journal contracts, budget constraints, interdepartmental workflows, and print/digital publishing processes.

If interested in applying please submit the University-required electronic application, including your résumé and cover letter, before close of the position at Noon on Friday, March 5, 2021.


I. Establish and maintain productive working relationships with editorial offices and authors (25%)

  • Educate and train editorial offices and authors in DUP protocols, best practices, and publishing goals
  • Develop and maintain training documentation and materials for use by editorial offices and authors
  • Train editors in software and technologies required to support production practices (Adobe Acrobat, FTP systems, file compression technologies)
  • Monitor and report issue and volume page count information; assist editorial offices in the ongoing and active management of their volume page limit; inform editorial offices of impending overages
  • Advise editorial offices and authors in obtaining art to meet print standards
  • Advise editorial offices to obtain art and text permissions from authors that meet DUP requirements for both print and online publication
  • II. Contribute to the smooth operation of the department and the exchange of information and materials with other DUP teams (15%)

  • Work with colleagues and supervisor to define interdepartmental protocols and procedures. Successfully implement new procedures into established workflows
  • Identify, develop, and manage special projects designed to build departmental skills, assets, or operational infrastructure
  • Provide accurate mail date information for all journals for DUP’s Customer Service team
  • Maintain the currency and accuracy of internal training materials, procedures, and instructions
  • Foster productive working relationships with Editorial, Design, and Digital Content teams
  • Work within production coordination team to distribute workload and responsibilities on a dynamic and daily basis
  • III. Manage the outsourcing of production work to vendors (15%)

  • Provide vendors with complete materials, clear direction, and accurate information about our practices, tools, and policies
  • Monitor vendor compliance to DUP standards and practices; provide regular feedback, identify problem trends, and initiate resolution of issues
  • Manage vendors’ schedules to ensure that deadlines are met
  • IV. Within the production coordination team, manage the production process for a set of journals (15%)

  • Create production schedules for journal list
  • Negotiate changes with journal editors, internal staff, and vendors as needed to ensure timely delivery of each journal issue, especially fiscal-year-end and conference issues
  • Coordinate flow of manuscripts between editorial offices, authors, and DUP journals EDP
  • Collect and analyze copyright and permissions documentation to enforce DUP copyright standards; consult with Rights and Permissions manager as necessary
  • Maintain the currency and accuracy of journal procedure and specification documents; develop process improvements as new technology becomes available or content requirements evolve
  • Work with DUP Marketing team to place advertising in issues and obtain print run and usage data
  • Keep accurate records tracking production status of each journal issue
  • Maintain proficiency in departmental software applications; evaluate new technology for departmental use; acquire training for rapidly changing technologies and/or software upgrades implemented by DUP, vendors, or online platforms
  • V. Ensure the quality of both print and digital formats through the production process (15%)

  • Ensure completeness and integrity of submitted publication materials; ensure that manuscript submission conforms to DUP protocols
  • Identify new editorial elements; work with DUP Design and Editorial teams to ensure that these elements are understood, designed, and incorporated into journal’s typesetting specifications; alert typesetters about new elements and specs for a specific issue when manuscripts go to typesetting; consult with supervisor about presentation of new elements on our online platform
  • Assess digital graphics for print publication suitability; consult with Designer on graphics preparation; work with editorial office and Design to troubleshoot problem files
  • Review all page proofs stages for typographic quality, page completeness, and accuracy of edits
  • Review print production stages for accurate page imposition, print quality, text and graphics clarity, and color quality; approve print production stages or identify and resolve problems with print vendors to ensure speed and quality of print version
  • VI. Administer job-related costs (15%)

  • Review vendor invoices for accuracy and compliance to DUP invoicing standards; work with vendors to revise disputed charges
  • Process and submit invoices for payment within net terms
  • Maintain electronic financial records as dictated by departmental policy
  • Identify irregular production costs and advise editorial offices or authors of payment options; provide estimates and invoices to editorial offices or authors on page overruns, excessive corrections, color printing, or other billable charges such as open access fees
  • Department Preferences: Experience with Adobe Creative Suite and XML workflows, though not required, is strongly preferred. Knowledge of Chicago Manual of Style preferred but not essential. A publication production-related setting sufficient to have acquired knowledge in one or more of the following areas: project management, typography, digital graphics, graphic design, editing, and printing.

    Minimum Qualifications


    Work required knowledge of grammatical rules and practices and mathematical principles as well as organizational and communications skills generally acquired through two years of post-secondary education.


    Work generally requires three years of experience in a publication production position to acquire familiarity with applying printing specifications to publication. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

    Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

    Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

    Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.




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    Job No:
    Posted: 2/12/2021
    Application Due: 3/6/2021
    Work Type: Full Time