Editorial Office Manager

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

Responsible for managing the day-to-day operations of the journal Meridians: feminism, race, transnationalism. Support the work of the journal Editor, partnering in curriculum development, budget management and data reporting, management of office staff, including new FTEs, casual workers, graduate students, and student workers/interns. Provide, as well as other duties as assigned. As the Editorial Office Manager, serve as its primary point of contact in routine operations matters, representing the journal, Smith College, and the college's academic mission with professionalism and integrity.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Office Management, Procurement, Budget Administration & Leadership (40%): Supervise and monitor the work of the Editorial Assistant, casual workers, graduate students, student interns, etc. Assist the journal's HR and finance functions by arranging interviews, administering interview skills evaluations, training new hires, keeping personnel records, establishing and managing staff schedules, monitoring and approving timesheets, undertaking both formal and informal performance evaluations, etc. Join Editor at meetings with the President, Provost, Associate Provost, Budget Manager, and other senior management staff as needed. Manage all of the journal's digital and hard copy databases and archives. Organize and manage events both on and off-campus, including supervision of event delegates. Prepare or manage preparation of all documents, reports, and publicity materials to ensure quality and branding compliance. Manage correspondence and work with Duke University Press Journals Production Team to ensure compliance with the production schedule and process, maintenance of design consistency, etc. Order and manage office supplies, IT equipment, furnishings, etc.

Manage the Meridians budget, including purchasing, order and expense tracking. Process requisitions, purchase order requests, invoices, procurement card charges, Editors' expense reports, and reimbursements. Reconcile budget expenses with the College accounting system, providing budget status reports on a quarterly basis. Maintain financial files and paper audit trail for policy compliance. Monitor and approve staff timesheets for payroll. Support grant-management.

Schedule meetings, coordinate deadlines and calendars, prepare and review documents and reports. Attend campus staff meetings and workshops to stay current with college procedures and policies; work with other offices as needed. Respond to all inquiries and provide general information for faculty, staff, students, publishers, editorial board, contributors, and other Meridians constituencies. Perform related tasks as needed.

Management/Leadership

• Manages one or more direct reports in regular and/or fixed term role(s)

• Accountable for hiring, development/coaching, and performance-related decisions with support from the Editor and Human Resources

• Makes informed decisions impacting team and college including setting priorities, allocating resources, and problem-solving

• Effectively communicates expectations, provides feedback, and ensures alignment with department goals

• Addresses conflicts and challenges within the team to promote a positive work environment

• Formulates and implements policies and procedures

Editorial Operations (10%): Assist the Meridians Editor in the publication and promotion of the journal. Oversee workflow and communication between the Editor, Editorial Assistant, editorial boards, guest editors, publisher, donors, contributors, subscribers, and other Meridians' constituents on and off campus. Oversee all aspects of the publication process including review flow, dispositions, Scholar One audits, copy-editing, proof-reading, fact-checking, and copyright agreements, to ensure excellence in the quality of the publication and a high degree of professionalism in its operations.

Communication (30%): Support the journal Editor to promote the visibility of Meridians nationally and internationally. Manage the maintenance and updates to the journal web site and other marketing materials, including newsletters, posters, social media presence, and events, as needed. Assist with journal correspondence and mailings. Support the operations of the editorial boards, including event arrangements for their meetings. Collect, compile, produce, and disseminate data and materials for the journal's annual reports to the editorial board, President, Provost, Associate Dean of the Faculty, donors, and press.

Support Curricular Integration (10%): Support the Editor in advancing the integration of the journal with Smith's undergraduate curriculum. Support programming, workshops, and presentations to promote integration of Meridians with undergraduate and faculty activities - including designing and implementing programs, publicity, and events. Coordinate with faculty and staff to advance these efforts. Supervise the student interns: coordinate scheduling, tasks and responsibilities.

Other Duties as Assigned (10%): Projects that support the overall direction of the journal and its integration with the college, as requested by the Editor.

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

Bachelor's degree in Women's and Gender Studies, Transnational, Race or Area Studies, Ethnic Studies, or a related field. Minimum of 3 years of professional experience in publishing and/or higher education.

Proficiency with Microsoft Office Suite. Familiarity with platforms such as ScholarOne, Workday, WordPress, or similar systems.

Strong organizational skills with the ability to manage and prioritize multiple time-sensitive projects. Demonstrated ability to meet high-quality standards and deadlines in a fast-paced environment.

Review of applications will begin

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.