Editorial Assistant

JOB SUMMARY

The Editorial Assistant (Part-Time) is responsible for supporting the editorial team in the development, production, and administration of publications. Key responsibilities include coordinating schedules and workflow, tracking manuscripts and production stages, proofreading and fact-checking content, and preparing editorial materials, with a goal of on-time and on-budget publication. The role also involves maintaining author and vendor communications, managing correspondence, and handling routine administrative tasks such as file organization, data entry, and meeting support. The Editorial Assistant ensures accuracy, timeliness, and smooth operations across editorial and publishing processes.

ORGANIZATIONAL CONTEXT

Reporting Relationship & Peers

Reports to the Associate Publisher / Managing Editor, as do:

• Cokesbury Kids Director
• Cokesbury Kids Team Lead
• Lead Editor
• Production & Design Manager
• Senior Production Manager
• Associate Editor / Project Coordinator
• Media Editor
• Production Editor

Reporting Directly to This Job

• N/A

RESPONSIBILITIES & SCOPE
Essential Job Functions
PRIMARY

• Simultaneously manages multiple editorial projects, from hands-on work to liaising with contractors and internal staff
• Implements hands-on editorial work including writing, (copy)editing, determining correct information for copyright pages and permissions, reviewing / approving editorial corrections, locating resource information, plagiarism and AI checks, permissions checks, etc.
• Drafts and inputs metadata in Biblio and other internal systems
• Initiate contractor payments

SECONDARY

• Drafts communications and respond to inquiries (internal and external)
• Researches issues and questions, propose alternatives and recommendations, solve problems, and implement projects
• Handles administrative tasks as needed

These essential job functions are not intended to cover all work details or the occasional performance of other tasks as assigned by the supervisor. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Common or Complex Problem-Solving Challenges

• Managing multiple critical projects with tight deadlines concurrently
• Researching answers to complex questions and locating correct information
• Resolving issues for internal and external customers quickly, effectively, and efficiently

Authority & Accountability

• Authority to resolve issues within assigned job functions
• Authority to make editorial decisions, both making changes and determining which questions need additional input
• Authority to route invoices for approval and payment
• Accountability for quality and accuracy of editorial projects
• Accountability for meeting deadlines

Regular Contacts & Stakeholders
INTERNAL

• Associate Publisher, CDS, DPS, marketing, publishing team

EXTERNAL

• Contract designers, typesetters, copyeditors, proofers, translators, indexers

JOB REQUIREMENTS
Education, Experience, & Certifications (as applicable)
REQUIRED

• Bachelor's degree in English, publishing, communications, or related field or equivalent editorial training and experience
• Experience managing projects and processes
• Experience working with publishing contractors
• Experience with standard office suites

PREFERRED

• Knowledge of The United Methodist Church
• Previous experience in publishing preferred
• Experience with the Chicago Manual of Style

Knowledge, Skills, & Abilities
REQUIRED

• Excellent interpersonal and written and verbal communication skills, including editing
• Excellent organizational, project management, and analytical skills
• Ability to work effectively with a high volume of project deadlines and quickly learn new skills
• Proficiency with software

PREFERRED

• Knowledge of The United Methodist Church
• Microsoft Office and Adobe Creative Suite

AI-Enabled Workplace

The United Methodist Publishing House is committed to maximizing the impact of artificial intelligence by adopting and integrating AI tools across our work. These technologies are vital to enhancing productivity, fostering creativity, and strengthening decision-making. All staff members are expected to engage thoughtfully and responsibly with AI as part of their professional responsibilities. Core expectations include:

• Responsible AI Integration - Leverage AI tools strategically to streamline workflows, generate actionable insights, and deliver exceptional outcomes that advance our mission.
• Critical Evaluation & Oversight - Apply professional judgment and critical thinking when reviewing, refining, and validating all AI-generated content and recommendations to ensure accuracy and alignment with our standards.
• Continuous Learning & Innovation - Maintain curiosity and adaptability toward emerging AI technologies, actively contributing to innovative practices within your area of expertise while supporting organizational growth.
• Ethical & Secure Practice - Uphold UMPH's commitment to ethical, transparent, and secure AI usage, ensuring all applications align with our mission, values, and community standards.

Equal Employment Opportunity

UMPH is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.