Journals Assistant  

Summary of Work Activities and Responsibilities:

The Journals Assistant V provides administrative, editorial, and operational support to the University journals under the Office of the Assistant Vice President for Research, Creative Work, and Innovation (OAVP-RCWI). The position facilitates subscription management, database maintenance, print and digital distribution, communications with internal and external stakeholders, and coordination of journal-related events.

Main Duties and Responsibilities

I. Subscription, Distribution, and Sales Support

• Maintains and regularly updates the journals’ subscription and sales databases
• Handles routine correspondence with existing and potential subscribers and agents via email, phone, or other platforms
• Processes subscription payments, including cash, check, bank deposits, or wire transfers, and turns them over to the Bursar for deposit
• Coordinates with external printers, couriers, and vendors for local and international delivery of print copies, ensuring minimal loss or delay
• Monitors the journals’ accounts on e-commerce platforms (e.g., Lazada, Shopee) to ensure availability and accuracy of listings
• Coordinates with agents, stores, university presses, and marketing outlets to promote the journals and increase subscriptions
• Attends conferences, lectures, book fairs, and other events to promote the relevant journals
• Prepares quarterly and annual reports on sales, expenses, and journal inventory for planning and audit purposes

II. Editorial and Production Coordination Support

• Responds to general inquiries from authors, agents, and readers, referring specific concerns to the editors and staff of the concerned journals
• Responds to and processes reprint permissions, in coordination with the editors and staff of the concerned journals
• Coordinates with third-party service providers (e.g., Elsevier) and, in coordination with journal editors and staff, updates journal content in the University’s Institutional Repository (Archīum)
• Assists in filing quarterly copyright applications at the National Library of the Philippines by preparing and submitting required forms and documentation
• Supports peer review tracking, proofreading logistics, and post-layout monitoring by coordinating schedules or routing of files between editors and reviewers
• Assists in routine formatting, corrections, and communication tasks related to editorial production by implementing standard formatting guidelines, encoding minor revisions, and relaying editor-approved messages to authors/contributors
• Collects and compiles editorial board data and other journal-related information upon request, while adhering to data privacy standards
• Maintains the confidentiality of the assessment, review, and preparation for the production of journal manuscripts

III. Administrative Support

• Processes financial documents such as Order for Checks, Petty Cash Vouchers, Budget Transfers, and purchase requisitions through the Central Payment System (CPS) and Central Purchasing Office (CPO) systems
• Assists in maintaining the cleanliness, orderliness, and basic upkeep of the office and storage areas
• Assists in the logistical preparations and documentation for conferences and special events by arranging venue reservations and preparing essential event materials
• Attends and documents internal meetings, including writing the minutes of the meeting

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative from the OAVP-RCWI

Knowledge, Skills, and Abilities:

• Data Entry and Documentation: Proficient in compiling summaries, logs, and internal reports and using the Ateneo financial systems
• Technological Proficiency: Proficient in managing online repository platforms, metadata tagging, and working with digital file formats; experience in ecommerce operations; proficient in using Adobe InDesign; knowledge of DOI systems
• Analytical Skills: Capable of gathering and interpreting data on repository usage, trends, and content gaps and assessing the journals market
• Communication and Interpersonal Skills: Works effectively with both internal academic units and external partners; responsive to faculty and research community needs
• Attention to Detail: Ensures accurate metadata, clean citations, and proper categorization of all digital records

Education and Experience Requirements:

• Bachelor’s degree in any field
• At least two years of relevant experience in journal publishing or related administrative work