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Division Administrative Specialist

Job Summary

The division administrative specialist (DAS) has a wide range of duties that support the division and its staff. These include organizing records, preparing contracts, generating reports, distributing information, responding to author and customer inquiries, evaluating project proposals, assisting with acquisitions and market research, preparing manuscript files, handling print and electronic correspondence, and more. The DAS also helps other administrative specialists as needed and provides backup coverage for HK’s front desk when the receptionist is not available.

 

Essential Functions for Trade & Professional Division:

  1. Serve as the initial contact for the division, communicating by phone, email, and post with authors, customers, and others to answer questions or direct inquiries to appropriate staff.
  2. Maintain working knowledge of division’s efforts, including product offerings, staff assignments, and project status.
  3. Keep the division’s online files, procedure documents, forms, and templates accurate and up to date.
  4. Run reports from division and other company databases related to project schedules and product performance and distribute information.
  5. Prepare division contracts, addendums, or releases based on terms provided by acquisitions editors or division director.
  6. Update databases and schedules when contracts are executed and initiate author or editor payment(s) if/when required.
  7. Receive unsolicited proposals, log them, determine suitability, and redirect to appropriate staff for follow-up.
  8. Train new division staff in division systems and procedures.
  9. Prepare, send, and archive print and electronic correspondence with authors, customers, and others. Provide staff, authors, and customers with copies of physical or digital products as required by contract or as requested by division director.
  10. Review manuscript files to ensure all elements are included and are formatted as detailed by the contract and work with other division staff or authors to address the issues identified by the review.
  11. When requested, prepare photo and art lists, identify call-outs, standardize references, and update forms relating to the editorial development of the manuscript.

 

Secondary Functions for Trade & Professional Division:

  1. Provide backup coverage for HK’s front desk when the receptionist is not available and for other administrative specialists as needed.
  2. Estimate manuscript length using established calculations.
  3. Upon request, perform sales and market research related to the division’s acquisitions efforts.
  4. Undertake special projects for the director as needed.
  5. Monitor and update schedules and release dates of the division’s products.
  6. Train staff in various applications and procedures as requested by the division director or by Human Resources.
  7. Schedule staff meetings, reserve meeting rooms, and organize conference or video calls.

 

Job Qualifications

Education: Associate's Degree required

Required Experience:

Two years of experience in administrative or office management

Two years of experience in an editorial capacity: writing, reviewing, editing, and other basic editorial tasks

Proficiency with database and word processing programs, including most components of Microsoft Office

 

Preferred Experience:

Five years of experience in administrative or office management

Three years of experience in editorial capacity

Experience preparing legal documents

 

Required Competencies:

Integrity

Effort

Resourcefulness

Respect

Teamwork

Stewardship

Accountability

Attention to detail

Customer focus

Initiative

Interpersonal awareness

Organizational awareness

Planning and organizing

Quality orientation

Results orientation

Sociability and networking

Technical expertise and usage

Use of functional expertise

Written communication

Self-confidence

Stress tolerance

 

Preferred Additional Competencies:

Adaptability

Computer literacy

Continuous learning

Data gathering and analysis

Innovation orientation

Persuasiveness

 

Job Demands

R = Rarely (0-15%)

O = Occasionally (16 – 45%)

F = Frequently (46 – 100%)

 

Office Equipment: Frequent use of the phone, computer, copier, and mobile device. Rare use of a scanner/fax machine.

Mental Demands: Frequent problem-solving, organizing, reading/writing. Occasional decision-making and data interpretation.

Physical Demands: Frequent walking/sitting.  Occasional standing.

Working Conditions: Indoor, office environment.

 

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, Responsibilities, and activities may change at any time with or without notice.