Print Coordinator​/Proofreader

Title: Print Coordinator/Proofreader

Division: University Marketing and Communications

Department: University Creative and Print

FLSA Status: Non-Exempt

Salary Range: Grade 8: $17.61/hour

EEO Job Group: 5 E5

Perform a wide variety of duties in support of University Creative and Print, including acting as primary department contact and job coordinator on all job requests, act as back‑up administrator of the job management software, and assist with budget maintenance, accounting functions and business functions for both Creative and Print and Copy Services. Serve as primary proofreader of content on all designed materials, text submitted by customers and jobs submitted directly to the Copy Center for University style, grammar, spelling and punctuation.

• Act as department coordinator for print, design and outsource order requests. Ensure all information is gathered regarding order requests, enter orders and job specifications in job management software, and communicate status of jobs to department clients. Notify production centers of incoming jobs.
• Accurately enter and set up all print and design specifications in job management software from online order requisitions.
• Enter all jobs onto departmental job schedule; maintain schedule on ongoing basis for design, proofing and production progress and enter any pertinent job details.
• Provide estimates to clients as requested, utilizing job management software.
• On an ongoing basis, coordinate with Assistant Director of Operations on the job status of production versus due date and communicate necessary information to departments about any changes on active jobs.
• Perform preliminary proofreading on client‑submitted files and make revisions/edits prior to submitting files to designers.
• Perform other University proofreading outside of department as requested. Organize and store active text and media files for duration of job production.
• Participate in subsequent internal proofreading while job is active and verify that all proofreading changes are made. Proofreading may be extensive and shall include verifying and incorporating University standards.
• Work with Assistant Director of Operations and software vendor to update and change job management software programming or materials and labor costing as required by department. Knowledge and understanding of software and database management is critical.
• Monitor status of all active jobs and accuracy of required data for successful monthly chargebacks through the job management system including verifying entry of materials and labor charges. Close out all completed jobs at month end and submit chargeback reports and support documents for Creative and Print and Copy Services to the Business Office for internal chargeback reporting.
• Prepare monthly invoices for design, copy services, large format and print work. Perform monthly closeout of completed jobs for internal chargeback billing.
• Maintain all department purchase orders and execute accounting processes. Accounting processes may include, but are not limited to, accounts payable reports, invoice approvals, processing POs, credit card reconciliation and accounting adjustment.
• Maintain and organize filing system of the most recent (two years) archived jobs. Return submitted materials as requested to clients at completion of job.
• Provide departments with fiscal and calendar year‑end reports of orders placed through Creative and Print upon request.
• Produce spreadsheets of monthly and annual comparative statements of departmental income. Create and maintain a log of open standing purchase orders per fiscal year, vendor history and more for analysis.
• Manage office operations including customer support, phone coverage, production supplies ordering, physical plant work orders, office supply inventory and ordering, large‑format supply orders and mail distribution. Greet and direct visitors as needed.
• Support the Creative and Print Director and Assistant Director of Operations in all aspects of daily operations.
• Complete timesheet recap sheets of student worker (if applicable) and support staff.
• Other duties as assigned.