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Rights & Permissions Office Assistant

Johns Hopkins University
United States, Maryland, Baltimore
3400 North Charles Street (Show on map)
September 20, 2022

Rights & Permissions Office Assistant
Johns Hopkins Univerisity is seeking a Rights & Permissions Office Assistant who will be responsible for assisting with administrative and accounting duties for the busy Rights & Permissions department. The Rights & Permissions Office Assistant will join a team of exceptional professionals committed to bringing the benefits of discovery to the world by providing global access, impact, and influence for the scholarship that we publish and distribute.

This position will help to ensure that the Press is a leader in the selection and development of innovative ideas and scholarship; the creation of pioneering technologies to enhance discovery and learning; and the connection of people to the most trusted knowledge from global researchers, scholars, and educators. This position reports to the Rights Manager.

The Press is committed to honoring every person's inherent dignity as human beings and making that the foundation of our organizational culture. We proactively find ways to ensure opportunities that promote justice, equity, diversity and inclusion. We strive to publish courageously, - giving voice to groundbreaking ideas. We support each other and our stakeholders and envision a future where knowledge enriches the lives of every person. The successful candidate will join a welcoming community that is inclusive and values the contributions and perspectives of individuals from all backgrounds.

Specific Duties & Responsibilities:
  • Copyright all JHU Press books, print journals and selected electronic journals, mail 2 copies of each (print, if required) or upload digital files (electronic) to the Copyright Office once application is complete and filed.
  • Draft translation agreements and invoices and track until fully executed.
  • Maintain library by assigning reference numbers for books and filing books in library.
  • Vendor setup for payment of author royalties, subsidiary rights sales, and reader fees.
  • Process checks and check requests working through SAP and PaymentWorks for authors owed royalty and subsidiary rights payments.
  • Process credit card payments for permissions and subsidiary rights.
  • Assist in the process of travel expense requests for staff members through SAP
  • Administrate student pay in SAP system.
  • Maintain an Excel Spreadsheet of vendor's who have been paid, vendors who have not responded, vendors whose letters were undeliverable, and the amount for each rights payment.
  • Upload Copyright Clearance Center and other vendor payments to Filemaker (rights tracking software).
  • Send PDFs of JHUP book titles from Collection Point for disability requests.
  • General filing for department and routine office duties such as creating and labeling files for the department.
  • Create and send gratis letters for permissions requests.
  • Send translated books to authors.
  • Other Rights & Permissions administrative duties as assigned.

Minimum Qualifications (Mandatory):
  • High School Diploma/GED
  • Six months related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:
  • Proficient in Microsoft 365.
  • Ability to multi-task in a fast-paced environment.
  • Excellent critical thinking and communication skills.
  • Superior problem-solving skills including using analytics to drive decisions.
  • Creative thinker; embracing new ideas; passionate about developing the potential of Hopkins Press.
  • Inclusive in decision-making and problem-solving.
  • Excel in effective use of resources; keen self-awareness of strengths and weaknesses.
  • Previous publishing experience in the area of copyright preferred but not required.

Classified Title: Office Assistant
Working Title: Rights & Permissions Office Assistant
Role/Level/Range: ATO 37.5/02/OC
Starting Salary Range: $15.00 - $19.00 per hour
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: 10000142-Press General Administration
Personnel area: Academic and Business Centers

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Note: Job Postings are updated daily and remain online until filled.

To apply, visit https://jobs.jhu.edu/job/Baltimore-Rights-&-Permissions-Office-Assistant-MD-21218/924044100/

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