Administrative Specialist,Academic Division Job Champaign area,Illinois USA,Administrative/Clerical

Position: Administrative Specialist I, Academic Division

Administrative Specialist I

The Administrative Specialist I (AS I) has a wide range of duties that support the Academic Division and the International Sales Director.

Academic Division duties include organizing records, preparing contracts and agreements, generating reports and distributing information, responding to author and customer inquiries, directing project proposals to appropriate staff, receiving submissions, handling print and electronic correspondence, and more. As needed, the AS I also helps other administrative specialists.

International sales duties include managing our language translation rights program and the sales, marketing, and distribution of our products in international markets.

The AS I functions at a Proficient level in all aspects of the position. For more details, see the Administrative Specialist, Academic Division leveling document.

Academic Division

Essential Functions

Serve as the initial contact for the division, communicating by phone, email, and post with authors, customers, and others to answer questions or direct inquiries to appropriate staff.

Maintain working knowledge of division's efforts, including product offerings, staff assignments, and project status.

Keep the division's online files, procedure documents, forms, and templates accurate and up to date.

Run reports from company databases and distribute information on sales, schedules, and budgets.

Prepare division contracts, addendums, and releases based on terms provided by acquisitions editors or division director.

Update databases and schedules when contracts are executed and initiate payments as required.

Receive unsolicited proposals, log them, and redirect to appropriate staff for follow-up.

Train new division staff in relevant systems and procedures.

Prepare, send, and archive print and electronic correspondence with authors, customers, and others.

Provide staff, authors, and customers with copies of physical or digital products as required by contract or as requested by division director.

Maintain and update HK's master contract templates.

Maintain and update a procedure handbook to document job tasks.

Secondary Functions

Upon request, perform sales and market research related to acquisitions efforts.

Monitor and update schedules and release dates of the division's products.

Schedule staff meetings, reserve meeting rooms, and organize conference or video calls.

Undertake special projects for the division director and acquisitions staff as needed.

Assist with administrative tasks for the Trade and Professional Division as needed.

International Sales

Essential Functions

Serve as a resource for International staff, providing support and completing tasks as needed.

Assist International staff with compiling data for projects in a thorough, accurate and timely manner.

Manage the language rights process and database, which includes checking rights, sending materials, processing agreements, and receiving/tracking payments.

Support international publishers, distributors, and agents.

For international book fairs, coordinate the booklist, send materials, and compile reports.

Manage catalog inventory and distribution.

Maintain procedure handbook that documents AS I tasks for International staff.

Job Qualifications

Required Education:

Associate's degree

Preferred Education:

Bachelor's degree
Has a valid U.S. driver's license and the ability to rent a car in their name.

Experience:

Minimally required:

2 years of experience in administrative or office management

Basic proficiency with Microsoft Office, especially Word, Excel, Access, PowerPoint, Outlook, Teams, Power BI, and One Drive

Preferred:

5 years of experience in administrative or office management

Basic proficiency with Microsoft Office, especially Word, Excel, Access, PowerPoint, Outlook, Teams, Power BI, and One Drive

Required Competencies:

Ability to manage multiple tasks simultaneously
Accountability
Adaptability
Attention to detail
Computer literacy
Customer focus
Initiative
Interpersonal awareness
Oral communication
Organizational awareness
Planning and organizing
Quality orientation
Results orientation
Self-confidence
Sociability and networking
Stress tolerance
Technical expertise and usage
Use of functional expertise
Written communication

Preferred Competencies:

All required competencies plus:
Continuous learning
Data gathering and analysis
Innovation orientation
Persuasiveness

HK Values:

Integrity
Resourcefulness
Effort
Respect
Teamwork
Stewardship

Job Demands:

Office Equipment Frequent computer,copier, and mobile device use. Occasional use of telephone and scanner. Rare use of fax machine.
Mental Demands: Frequent problem-solving, organization, and ability to read/write. Occasional decision making and interpreting data.
Working Conditions: Indoor, office environment.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or…

Administrative Specialist , Academic Division