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Journals Operations Coordinator

University of Pennsylvania

Details

Posted:

April 22, 2025

Location:

Philadelphia, Pennsylvania

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Journals Operations Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Journals Operations Coordinator

Job Profile Title
Editor Assistant

Job Description Summary
The journals program at the University of Pennsylvania Press, a dynamic mid-sized scholarly publisher, is in a period of expansion and seeks a Journals Operations Coordinator. The Press publishes 90 books and 28 journals per year, 10 of which are Open Access for 2025. The journals team has worked hard in recent years to develop an infrastructure to meet the needs of today's research landscape; the Journals Operations Coordinator ensures that our operations and business processes provide a solid foundation for our ambition and strategy.

The position has three primary areas of responsibility: 1) oversee journals subscription fulfillment; 2) manage editorial and production work for a subset of journals; and 3) manage the department's expenses. This role requires an understanding of journal business practices; expertise in relationship management; adaptability; a learning mindset; and problem-solving skills. Successful candidates should have a broad set of interests in scholarly publishing and a strong willingness to grow. This role offers the opportunity to quickly develop expertise across multiple areas within the field.

Job Description

Job Responsibilities

Journal Fulfillment-- Oversee journal subscription fulfillment.

Manage relationship with external subscription fulfillment vendor responsible for direct customer service. Set standards for the vendor to ensure that customers can access digital content promptly. Serve as point person for vendor queries, helping to resolve issues as needed
Manage back issue inventory
Manage intake of revenue from subscription fulfillment partner (checks, wire transfers, credit card payments, etc.)
Manage receipt of society membership lists and complimentary subscription lists; provide to printer
Reporting:
- Review regular reports from vendor; ensure that renewal campaigns are scheduled and monitor success rates
- Journals shipped report (monthly)
- Revenue/transaction report to business manager (monthly)
- Circulation report (monthly); provide summary of trends

Journal Production

Oversee production of ~4-6 journals with unique workflows, using our title management system
Coordinate with external vendors to manage editorial and production work
Maintain publishing schedule and update title management system
Prepare files for print and online publication
Reporting
Create and distribute production report (weekly)
Usage statistic reporting (as needed)

Manage and process business transactions

Manage expense budget
Provide business department with information about how to classify funds received
Vendor/supplier set up. Work with the business department to ensure freelancers and vendors are paid
Enter cost information into journal title management system
Annual billing/payments for journal partners
Create and distribute reports
- Expense reports (quarterly)
- Financial statements for partners (annually)
- Preparing partner reports (annually)

Administrative

Manage journals email inbox; forward queries as appropriate
Receive mail on behalf of the journals program
Manage advertising. Receive paid ads. Invoice advertisers and process payments
Supervise work of work-study students to register copyright

Perform additional duties as assigned

Qualifications

Bachelor of Arts and 1 to 2 years of experience or equivalent combination of education and experience is required; interest in scholarly publishing; excellent communication and relationship skills; vendor relationship management; experience with databases; budgeting experience; ability to develop and present reports; attention to detail; strong organizational and problem-solving skills; and advanced working knowledge of Microsoft Office (Word and Excel).

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Provost's Center

Pay Range
$49,500.00 - $58,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/3905-Spruce-University-of-Penn-Press/Journals-Operations-Coordinator_JR00105176-1

Internal Number: 6157493

About University of Pennsylvania

Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.

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Journals Operations Coordinator

University of Pennsylvania

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