Publications Specialist, Document Services
Indiana University

Department

PRINTING SERVICES (BA-MXPR-IUBLA)

Department Information

Distribution and Logistical Services is a diverse group of auxiliary enterprises that provide essential services to students, faculty, and staff, in support of the university's academic mission on the Bloomington campus. We use innovative and sustainable business practices to provide excellent customer service, convenience, and value to the entire university community. Distribution and Logistical Services encompasses Document Services, Campus Mail, Warehouse and Surplus Stores.

Job Summary

The Publications Specialist consults with a variety of university employees and stakeholders to review proposals and determine publication needs, sets project timelines for manuscript and/or draft milestones, and engages financial and creative teams for assessment of project feasibility.

Department-Specific Responsibilities

• Executes university printing production and publishing operations for books, journals, business cards, signs, stationery, and other printed literature.
• Works closely with vendors and stakeholders, manages online databases, troubleshoots operational issues, and tracks progress of publishing and print projects from concept development through publication.
• Performs a variety of Storefront order operations: evaluates orders, job specifications, files, due dates, delivery locations and pricing. Pre-flights files; imposing files for proofing, plating or sending to proper output devices or mailing workflow in the production area.
• Consults with, assists and advises customers to provide technical assistance to expedite and assure customer satisfaction with completed projects.
• Creates and/or manipulates customer files using various Macintosh/Windows software applications including Image and Illustration, page layout, preflight, mailing and more to resolve issues with customer files and ensure accurate output.
• Serves as one of the department's primary customer service contacts including answering telephones; monitoring the departmental email account; following up and routing messages to the appropriate staff; coordinating with production staff to assure customer due dates are met, dispatches couriers, processes credit cards; and other associated duties
• Utilizes prepress workflow and imposition software to impose files and to create virtual (VPS) and digital proofs, and to produce printing plates.
• Maintains plate output equipment.
• Serves as one of the department's primary contacts for high profile customers, Directors and Managers.
• Assists in training and creating documentation of Document Services processes and procedures throughout the order entry and production systems.
• Identifies, contacts, and communicates with potential customers to promote department sales, develop detailed job specifications, quote prices, and initiate job tickets using Filemaker or Storefront for offset and digital printing work.
• Suggests alternatives to provide cost savings
• Acts as liaison with Auxiliary Business Services Marketing and IU Communications.
• Works with the department manager and director to organize and lead department tours.
• Acts as lead administrator of the Document Services online web portal (Storefront).
• Responsible for assisting customers with setting up accounts and logins, updating pricing, training internal staff and customers, modifying and developing custom products to enhance the usability of the portal, enforces IU brand management policies, consults on alternatives for building or buying Web services, and coordinates the deployment of a new/updated portal functions as required.
• Provides data on orders, pricing, ticket creation and modification, inventory, purchasing and job planning.
• Performs work that may include occasional duties in support of other functions or administrative needs.

General Responsibilities

• Oversees publishing and print projects from concept development through publication, including mapping timelines and deadlines, vetting with stakeholders, reviewing manuscripts and/or print proofs, and sending projects through print production.
• Develops project cost estimates, secures funding, and ensures adherence to budget with an emphasis on cost-containment.
• Performs independent and peer review of manuscripts and/or proposals to determine project feasibility; makes decisions on projects to pursue and decline, escalating challenging project decisions to manager as needed.
• Regularly consults with writers, printers, faculty, staff, and/or other stakeholders to ensure adherence to writing and publications deadlines.
• Manages and tracks progress of publishing projects from submission through publication, reporting to manager on metrics such as final cost, production issues, and final project timeline.
• Creates and implements publicity and marketing plans for various publications; develops marketing reports and provides management with information on budgets and results of marketing initiatives.
• May delegate administrative tasks and provide guidance to Publications Assistant(s).

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in English, communications, journalism, or related field

WORK EXPERIENCE

Preferred

• 2 years in relevant field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Ability to represent the company with external constituents
• Demonstrates ability to maintain confidential information

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. This role requires moving objects weighing up to 25 pounds. This role may require operating other printing manufacturing and warehouse equipment. This position involved sedentary work as well as frequent periods of moving around an office and manufacturing facility. The person in this role must be able to perform the essential functions with or without accommodations.

Work Location

Bloomington, Indiana

This is an in-person position.

Advertised Salary

$54,000 per year

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Marketing & Communications

Job Family: Publication & Print Production
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

---