Job Summary

The Assistant Editor (AE) provides support for both the Editorial (Acquisitions) and Production Departments, performing tasks related to manuscript workflows from the former to the latter. At the pre-production stage, the AE ensures that incoming approved manuscripts are complete and meet requirements and then facilitates the transmission of manuscript files and supporting documents to the Production Department. The AE provides support to the production editors on individual book projects and coordinates reprint production for the department. In addition, the AE coordinates the endorsements process across departments.

Organizational Status

Reports directly to the Assistant Director, Production and Editorial Services. Works with four acquisitions editors, five production editors, and student interns.

Work Performed

• Check incoming approved manuscripts to ensure that the submission is complete and its components (artwork, permissions, documentation, etc.) meet specified guidelines.
• Review all artwork (photographs, maps, line art, and charts) for approved manuscripts.
• Check author’s artwork inventory to ensure that it is complete and includes list of files, final captions, and permissions and source / credit information.
• Assess artwork for reproducibility, legibility, proper format, and contextual relevance within a manuscript.
• Advise authors on how to improve the quality of their artwork and on securing permissions.
• Assure that proper permission has been received for artwork.
• In special cases, when requested by the Assistant Director, Production and Editorial Services :
• Seek and purchase images for manuscripts
• Conduct image and archival photo research
• Review artwork and prepare files for unapproved manuscripts.
• Review author’s permissions inventory to ensure that permissions for text, artwork, and interviews are in order, sources and credits are provided, and that permissions documentation can be secured; secure permissions for text and images as needed.
• Flag problems with citation style in manuscript, seeking additional input from acquisitions or production editor as needed.
• Review formatting of manuscript and ready it for production.
• Provide feedback to authors when submission is incomplete, notifying acquiring editor or drawing on expertise of production editor to resolve complex issues.
• Gather information about incoming manuscripts to prepare transmittal forms for acquiring and production editors.
• Work with production editors to finalize artwork for manuscripts transmitted to production. On request :
• Edit, enhance, or redo artwork submitted by authors as needed.
• Collect information about ongoing work done on artwork in a log for the production editor.
• Seek, purchase, and get permission to use artwork as needed.
• Ensure that permissions are in order, alerting production editor when there are issues.
• Working with the Assistant Director, Production and Editorial Services, research and propose procedures for the submission of manuscript materials, including artwork guidelines and permissions.
• Perform task such as proofreading, collating proofs, and other production-related tasks as needed and when time permits.
• Working with a production editor, assist with the production of books that are buy-ins.
• Assist in proofing of epub files as needed.
• Provide support for making epubs accessible, including securing alt-text for figures and tables.
• Coordinate reprint production.
• Get quotes and schedules from printers.
• Prepare files, replacing pages from original book as needed.
• Place orders, check approval copies, and coordinate shipment of books.
• Get printer quotes for special books as requested by production editor.
• Coordinate the process for obtaining endorsements for books starting at the transmittal stage and finalizing during production phase.
• Redraft possible quotes from readers’ reports.
• Reach out to potential endorsers recommended by the acquiring editor.
• Do research to find potential endorsers.
• Edit endorsements, seeking approval from acquiring editor and final approval from endorser.
• Ensure that permission has been received to use all endorsements.

Consequence of Error / Judgement

The Assistant Editor is an ambassador for the Press and needs to establish and maintain excellent relationships with external stakeholders. Failure to do so could reflect badly on UBC Press and its reputation as an author-focused, highly professional, and responsive publisher.

Additionally, the Assistant Editor is responsible for some tasks relating directly to the production quality of books produced by UBC Press. A lack of attention to detail at any stage of the editorial production process could affect sales of a book or damage the reputation of the Press.

Supervision Received

Reports to the Assistant Director, Production and Editorial Services and generally to the Director.

Supervision Given

Supervises interns and occasional student support staff.

Minimum Qualifications

Two year diploma in Journalism or Publishing. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications