"Van Raalte Institute - Project Coordinator/Office Manager"

Job Description

Working under the supervision of the Director, the Project Coordinator/Office Manager is responsible for all office operations in the Van Raalte Institute (VRI) and for production coordination on books produced by Van Raalte Press (VRP).

Office Manager Responsibilities:

• Provide administrative support to the Director and Senior Research Fellows
• Welcome visitors to the Institute's offices
• Hire, train, and direct student research assistants; approve time cards
• Maintain a current contact list (both physical and e-mail)
• Prepare mailing of the VRI Annual Report and any other materials designated for distribution
• Process payment requisitions and reimbursements; manage payment of all parties associated with publications; maintain records of expenditures; reconcile monthly credit card statements and other financial reports
• Coordinate Institute events, including: public lectures, book signings, book-release dinners, and other social activities sponsored by the Institute
• Make arrangements for Visiting Research Fellows, including: housing, access passes, meal tickets, payment of stipends, and other financial reimbursements
• Manage Van Raalte Press book stock; keep inventory; fulfill orders
• Ensure new books are properly added to the Van Raalte Institute Library
• Attend and maintain minutes of all staff meetings
• Maintain office and kitchen supplies
• Provide other assistance as needed to maintain a professional and well-organized environment

Project Coordination Responsibilities:

Manage and coordinate the work flow for all publications of the Van Raalte Press, including:

• Schedule: maintain a production schedule for all publications
• Coordinate all production work with assigned content editor
• Copy editing: coordinate copy editing services for manuscripts
• Images: collect and organize images for insertion into manuscript, obtain any necessary permissions for use
• Maps: solicit creation of maps as needed
• Lay out: coordinate lay out services, including delivery of manuscript, images, and any other elements
• Cover: liaise between VRP editor and cover designer
• Proofing: check proofing corrections
• Indexing: oversee preparation, editing, and proofing of indices
• Printing: obtain any needed quotes for printing; liaise with printing company; supply final proofs to print and/or upload document to Amazon (or other on-demand printers)

Qualifications:

• Associate Degree (or equivalent) preferred.
• Experience with maintaining an efficient office operation and project coordination
• Demonstrated typing and computing skills
• Strong language and reasoning skills
• Experience and proficiency in Microsoft Office and Google Workspace
• Must be able to work independently and relate well to others within the academic environment