"Acquisitions Coordinator"

Acquisitions Coordinator

Company: University of Oklahoma

Job Location: Norman, Oklahoma

Category: Publications and Editing

Type: Full-Time

Job Number: 260240

Organization: University Press

Job Location: Oklahoma-Norman

Work Schedule: 8:00am - 5:00pm, Monday - Friday

Work Type: Onsite

Salary Range: Commensurate with experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter, Other Document (See Job Requirements for details)

Job Description

Reporting to the Editorial Director, the Acquisitions Coordinator (AC) is a key member of the acquisitions team and performs essential tasks for the book publishing program at the University of Oklahoma Press. The AC will support acquisitions editors (AE), including the Editorial Director, to manage book projects from initial screening and selection through peer review, faculty board approval, transmittal to production, and publication, and to coordinate administrative activities of a designated program or programs.

Duties:

• Prepare and send manuscripts or proposals for external peer review (ensure all necessary parts are present and in correct sequence; insert page numbers; convert to PDF or make printout). Adapt standard cover letters/messages for each manuscript sent out for review. Give standard deadlines; negotiate with readers who need more time. Follow up with reviewers who are late.
• Prepare manuscripts and relevant interoffice paperwork for transmittal to Editorial, Production, and Design (EDP) team.
• Work with authors who need coaching in preparing their manuscripts according to the Press's author guidelines and The Chicago Manual of Style and/or whichever other style manual the Press and author have agreed to follow.
• Guide authors in delivering their manuscripts, with usable illustrations and permissions, on schedule. Assist AEs with enforcing contracted deadlines.
• Assist authors and AEs in selecting, locating sources for, and ordering/obtaining print-quality illustrations and the permission necessary to reproduce them. Consult the production manager as necessary. Help authors and AEs manage the number of illustrations, ensuring that each illustration enhances the book's value and remains within the contracted number of illustrations. Coordinate with author and his/her chosen cartographer the production of quality maps.
• For readers, prepare Independent Contractor Forms, Invoices (for cash payments), and secure reader W-9s. Process peer reviewer honoraria (Cash or book credits) in a timely manner.
• Train, coordinate, and oversee the work of graduate students and interns.
• Assist in maintaining current and accurate project, reader, author, and task date information in Title Management (TM) from peer review to transmittal request.
• Assist AEs as needed in calling for and receiving author (and series editors as appropriate) response to reader reviews.
• Assist in assembling project proposal packets for Publishing Committee and Faculty Advisory Board meetings.
• Coordinates the activities between projects for a department or college and between those projects and other programs on the national or state level. Interfaces with university departments, funding sources, outside organizations and state/government agencies.
• Distributes information to program staff and others. Answers questions about the program and its progress as it relates financially.
• Organizes and participates in the analysis of collected data. May perform data entry, collect, and clean data.
• Coordinates with the Institutional Review Board to develop protocols and consent forms for research projects. Ensures projects are in compliance with University regulations.
• Assist with developing of proposals, negotiating and administering grants and contracts.
• Coordinates administrative functions such as personnel, operational matters and other services.
• Plans and oversees special projects.
• Performs various duties as needed to successfully fulfill the function of the position

Other Required Document: Please provide names/contact information for three references.

Job Requirements

Required: Bachelor's degree, AND:

• 36 months of related experience

Equivalent/Substitution: Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree.

Skills:

• Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
• Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
• Ability to handle multiple projects and deadlines
• Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, email, and web browsers.
• Ability to complete task with consistency and success in adhering to deadlines.
• Ability to work independently and collaboratively with internal and external constituencies.
• Ability to work in stressful situations.

Departmental Preferences:

• Bachelor's degree in English, humanities, social science, or a closely related field
• Graduate degree in English or the Humanities.
• At least one year of work experience, ideally in publishing.
• Knowledge of academic publishing, preferably through an internship or previous experience at a publisher.
• Familiarity working with database technologies.
• Familiarity with the Chicago Manual of Style and imposing a house style

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.

Hiring contingent upon a Background Check?: Yes

Special Indications: None

Job Posting: Feb 6, 2026

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