Generic Job Description
Editorial Assistant II
Grade D
Representative
Duties:
- Proofreads and edits manuscripts and other forms of copy for publication. Makes stylistic, structural, factual, and grammatical corrections.
- Confers with author on content, form and style. Recommends revisions to manuscripts and illustrations.
- Performs layout work, coordinates production schedules, and ensures printing deadlines are met.
- Maintains contact with authors, printers, faculty, staff and others associated with published work.
- Tracks copy through editing and production stages.
- Writes copy for department, school, and University publications.
- May oversee and instruct support staff.
- Performs clerical
functions incidental to editorial activities.
Family: Support Service
Job Code: 698 Date: 2/89
The job duties listed
above are representative and characteristic of the duties required and
the level of the work performed in the job title. The duties will vary
form incumbent to incumbent in the job title.
Yale
University Clerical and Technical Job Description
Job: 698 Editorial Assistant II Grade D
Required Knowledge:
- Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning.
- General knowledge of craft or trade.
- Limited acquaintance with business, accounting, or commercial procedures.
- Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures.
Required Skills:
- Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data.
- Extensive routine and non-routine use of a major library catalogue or reference database.
- Classifies material for filing; use of a straightforward or complex filing system.
- Summarizes, revises or makes limited use of complex, technical or specialized literature.
- Composes or substantively edits material for publication.
- Regular, skilled use of more complex machines, including word processors or personal computers; responsible for basic troubleshooting and repair or manipulation of data using published software.
Office and Administrative Skills:
- Keyboards statistics, graphs, manuscripts, manuals, slide presentations, and other complex material.
- Merges, edits, and manipulates data on a personal computer to generate complex reports.
- Arranges for and coordinates schedules, appointments, projects, conferences, and major events.
- Advises, screens, and refers callers and visitors.
Experience, Education, and Formal Training:
- Two years of related work experience in the same job family and a Bachelor degree in a related field; or an equivalent combination of experience and education.
Complexity and Organization:
- Wide variety of complicated job tasks requiring coordinating numerous processes/methods.
- Occasionally coordinates or organizes the work of others.
Interpersonal Relations:
- Ongoing involvement outside immediate unit.
- Offers or obtains specialized information and provides assistance on general matters.
- Officially represents someone, whether a supervisor, faculty member, or the University.
Supervisory Guidelines:
- Work may or may not be reviewed.
- Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion.
- Instruction provided only in very rare instances.
Independent Judgment
- Established procedures/policies govern many work situations.
- Regular exercises of independent judgment or initiative.
- Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures.
Leadership Responsibility
- Occasionally provides work guidance or orientation for non-routine procedures/policies.
- Often distributes and monitors work.
Impact and Consequence of Error
- Work affects both outside the work unit and outside the University.
- Errors are difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University, or to other individuals and groups.
Working Conditions
- Very little possibility of safety risks.
- Occasional conflicting demands, time pressures, deadlines, or emergencies.
- Regular sustained concentration.
- Some physical effort or dexterity.
Example 1
Editorial Assistant
II (698)
Salary: D
General Purpose:
Provide a high level of administrative, editorial, and desktop publishing
services to Yale School of Management Communications office, reporting
to the Director of Communications.
Essential duties of the Position:
- Using independent judgment, perform a variety of tasks which include extensive copy editing, proofreading, maintaining web-site, and layout work.
- Coordinate production schedules. Interact with RIS and outside printers to ensure that they have the materials and information they need and that production schedules are met.
- Update SOM web-site. Use design templates to modify text and graphics for the School's external web site.
- Maintain contact with printers, faculty, and staff associated with published work.
- Maintain and distribute faculty working papers program.
- Assist in writing for external relations projects-posters, banners etc.
- Assist in coordinating work of bursary students.
- Answer telephone inquiries. Interact with faculty, staff and students.
- Provide administrative assistance to director of department as needed, which may include limited correspondence, scheduling meetings, and gathering information. Call and search web-sites and school files to gather information from external sources for benchmarking purpose. Using raw data, prepare charts or reports for publication. Oversee and coordinate office systems procedures for SOM Communications department.
- Serve as External Relations Representative and interact with external contacts, at on-campus and off-campus events. Provide on-site assistance with event coordination.
Experience and Training:
- Six years of related work experience and a high school level education or four years of related work experience and an Associate Degree or two years of related experience and a bachelor's degree or the equivalent combination of experience and education.
- Understanding of basic graphic design terms and standards; experience with publishing.
- Training and/or experience in Quark or PageMaker, PhotoShop, Illustrator.
Skills and Abilities:
- Excellent communication skills (written and verbal)
- Ability to work under deadlines and to prioritize tasks in a customer service oriented department.
- Knowledge of standard word processing programs (Word, WordPerfect, etc.)
- Ability to work on PC or Mac equipment platforms
Example 2
Editorial Assistant
II (698)
Salary: D
General Purpose:
Provide editorial assistance to two Yale professors writing a textbook
on the physics of medical imaging, to be completed by early 2001. The
editorial assistant will work closely with the authors, assist with the
section of material to be included and perform diverse duties to ensure
timely completion of the publication.
Essential Duties:
- Read draft and make assessment of suitability of material for undergraduate teaching. Identify where the text needs illustrations, and produce the graphical content to meet this need.
- Edit text copy (including proofreading of equations, checking consistency throughout book, and correction of language and grammar).
- Design and produce draft figures, using computer graphics software, suitable for camera-ready copy or for later production by professional artist.
- Identify needs for clinical or photographic images and procure such images by meeting with clinicians and/or others to obtain suitable illustrative cases for teaching purposes.
- Identify appropriate sources of material via library research, reading and comparing these to each other and to the aims of the textbook.
- Read and critique material for general clarity and uniformity of style. Recommend alternative text or explanations.
- Format, keyboard, compose written material to include correspondence to consultants, copyright holders, publisher, etc. Amend drafts of text, including conversion of handwritten notes into computer text.
- Serve as liaison between the authors and the publisher, the consultants, and the foundation supporting this project, e.g., ensure that deadlines are met, arrange for payments to consultants, request copyrights, keep the foundation appraised of progress of this work.
- Perform other general clerical responsibilities deemed necessary to expedite production of textbook.
Education and Experience:
- Two years of related work experience in the same job family and a Bachelor degree in a related field; or an equivalent combination of experience and education.
- Preferred: Bachelors degree in physics, biomedical engineering or engineering; experience with scientific publishing.
Skills and Abilities:
- Excellent grammar, spelling and proofreading skills.
- Ability to copy edit, to prepare draft graphics and other illustrations.
- Ability to use desktop publishing (PageMaker, InDesign) and word processing (Microsoft Word).
- Ability to perform library and literature research.
- Must be able to work independently and multi-task, and have good general understanding of what makes a good textbook for science students.
