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You are here: The Job Explorer > Job Description > Public Relations > Publications Specialist Responsibilities

Publications Specialist Duties

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This is highly responsible editorial work in assisting an editor with a variety of publications details.
Work involves assisting with editorial functions such as processing manuscripts, handling general correspondence, and supervising advertising activities. Duties may also include bookkeeping, subscription processing, and budget supervision. Work is performed with considerable independent judgement. Work is reviewed through conferences and observation of results obtained.


Assists the editor in departmental budget preparation; administers the budget on a daily basis; receives checks and insures correctness.

Assists the editor in posting position vacancies and coordinating interviews with prospective employees; maintains confidential files on prospective employees.

Manages personnel and payroll records for the department.

Prepares, submits, and maintains records of necessary governmental reports.

Provides information regarding university policies and procedures, investigates complaints concerning subscriptions or lost issues.

Lists manuscripts to be used in next publication before taking to printer.

Estimates number of pages from galley proof and informs editor if all materials selected can be used in the forthcoming issue.

Records date of proof's return to each author as well as files biographical sketch for editor's contributor column; writes authors who fail to return proof or biographical data by designated date.

Collates corrections on author's and proof reader's copies of galley proofs and enters corrections on editor's galley proofs.

Collects "first page proofs" from printer; proof reads "first page proof"; numbers pages when editor has determined order in which each article, story, poem, and book review is to appear and makes up table of contents for printer.

Composes correspondence for the editor's signature to contributors, calculates amounts and sends checks to contributors for article submitted.

Receives requests from publishers and authors concerning the reprinting of articles that appear in publications.

Researches files to determine if institution is still holding copyright privilege.

Assumes responsibility for replying to all inquiries concerning advertising.

Checks monthly status reports to insure that all charges are correct and that expenses are not exceeding budget allotment.

Estimates the cost for printing each issue of publication as well as verifying the actual cost entered on the printer's bill, before submitting payment.

Supervises the mailing of each publication.

Completes and submits application forms for copyright of each issue that is published.

Performs related work as required.


Graduation from an accredited college or university and considerable experience related to this class of work; or any equivalent combination of training and experience.


Considerable knowledge of good English usage, spelling, punctuation, and grammar.

Considerable knowledge of techniques involved in the publication of a variety of productions.

Some knowledge of advertising as well as public relations principles, practices, and procedures.

Some knowledge of bookkeeping principles and procedures.

Ability to supervise the work of others.

Ability to establish and maintain effective working relationships with faculty, staff, and the general public and fellow employees.

Ability to perform extremely careful reviewing and editing of materials.



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