Administrative Associate - Publishing Specialist

Updated: 2 months ago
Location: Lawrence, KANSAS


College of Liberal Arts & Sci

Position Overview

The Publishing Specialist provides publishing services to the College of Liberal Arts & Sciences and the KU Libraries.
This position works independently using specialized software, hardware, and various online publishing platforms (Pressbooks, Project Muse, Lightning Source, etc.) to support the production of publications for all faculty and staff in the departments of the College of Liberal Arts and Sciences (CLAS).  This includes the layout of scholarly journals, books, and departmental newsletters, book indexing, and the annual projects for Honors Program students in English and Chemistry.  After materials are finalized, the Publishing Specialist is often required to upload them to online publishing systems.  This position also advances the CLAS diversity initiatives through support of the History of Black Writing initiative and other projects.
This position advances the KU Libraries publishing and repository programs under the direction of the Digital Initiatives Manager. Using specialized software, hardware and online publishing and repository systems, the Publishing Specialist works independently to provides layout services for books and journals published by the Libraries, as well as for those resources produced by the Libraries Open Educational Resources (OER) program, as well as assisting authors with the Pressbooks publishing system as needed.  After materials are finalized, this position uploads them to the Open Journal Systems (OJS) or KU ScholarWorks (DSpace) platforms. This position advances the KU Libraries’s diversity initiatives with layout of projects such as Recovering Untold Stories: An Enduring Legacy of the Brown v. Board of Education Decision, an Indigenous cookbook and ethnographic study titled “HAUKS, CHIP, GRATE, AND SQUEEZE” Recipes of the Honduran Bay Islands, and grammars in lesser-known indigenous languages such as Kichwa and Miskitu.
As needed, this position provides administrative support to the unit.  For example, as they have time, the employee assists the Libraries digitization program through Quality Assurance of scanned items.  They also may be asked to assist with event support, such as serving on planning teams, making reservations for speakers, etc.  The Publishing Specialist demonstrates a commitment to advancing diversity efforts in the Libraries and contributes to an inclusive environment. 

This position will work remotely during the pandemic and it is anticipated to eventually return to the KU campus.

Job Description

90% Publishing & Technical Support:

The Publishing Specialist supports editors in the production of journals and assists faculty authors by formatting scholarly works for submission to publishers. Works include books, journals, articles, newsletters, reviews, poetry, etc. This position uses specialized systems and complex procedures to match each client’s layout and production requirements. Employee works closely with authors and editors, interpreting verbal and written instructions from publishers into appropriate coding and style formats, scanning and placing graphics within the documents and often creating templates for future use.
This position works independently to complete projects from beginning to end, communicating with authors and editors whenever questions arise. Programs used include but are not limited to Open Journals Systems (OJS), InDesign, Adobe Acrobat, Photoshop, MS Word, OmniPage, DSpace (KU ScholarWorks), Pressbooks, Mailchimp and various scanning software packages. Employee will learn to use new software and systems as needed.   Employee maintains an updated knowledge of all programs used.
Employee serves as a resource for faculty working with a wide variety of publishing systems.   This may include advice about using FTP sites for publication uploads, interacting with assorted presses for final printing (i.e. Lightning Source), using templates provided by publishers, and consulting with KU Jayhawk Ink to produce print-on-demand publications.
5% Administrative Support:  

As needed, this position provides administrative support to the unit.  For example, as they have time, this employee assists the Libraries digitization program through Quality Assurance of scanned items.  They also may be asked to assist with event support, such as serving on planning teams, making hotel and travel arrangements for guest speakers, reserving rooms, processing registrations, etc.
5% Other duties as assigned

Required Qualifications

  • High School diploma or completion of G.E.D. equivalency as stated in application materials.
  • Three years of experience in skilled clerical, account, auditing, and/or administrative support work, including one year of experience with basic office computer systems as stated in application materials.

  • Preferred Qualifications

  • Knowledge of English usage, spelling, and written communications.
  • Strong interpersonal skills, with the ability to communicate clearly and effectively, both orally and in writing.
  • Demonstrated ability to work independently and collaboratively with various clients in a rapidly changing environment.
  • Ability to extract, analyze, and transmit complex technical information from a variety of sources
  • Ability to communicate with stakeholders with a variety of technical experience.
  • Ability to prioritize workflow and balance the needs of multiple clients.
  • Experience using Adobe InDesign or other desktop layout/publishing software.
  • Experience with Microsoft Word or other word processing programs.
  • Ability to establish and maintain effective working relations with other employees.
  • Experience with PC or Macintosh.

  • Contact Information to Applicants

    Marianne Reed

    Additional Candidate Instruction

    A complete application will include:

    • A cover letter addressing how required and preferred qualifications are met.
    • Resume or curriculum vitae.
    • Contact information for three professional references.
    Posting removal date is November 16, 2020 at midnight.

    Advertised Salary Range

    $16.346154 / hour

    Application Review Begins


    Anticipated Start Date


    Primary Campus

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    Monday through Friday, 8:00 am to 5:00 pm

    Job Family

    Administrative Support-KUL

    Work Location Assignment



    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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