Administrative Specialist I, Academic Division

Salary Range: The salary range for this position is $35000 - $48000.

Eligibility for remote work: This position is fully onsite for an initial 90-day period at Human Kinetics headquarters in Champaign IL. After the 90-day period this position is eligible for hybrid work for three days on-site and two days remote.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Applicants are not obligated to disclose expunged juvenile records of adjudication arrest or conviction as part of the application process.

*Learn more about our perks and benefits here: Kinetics is committed to building a more diverse workforce. We welcome BIPOC candidates and others who identify with underrepresented groups to apply.

Human Kinetics is committed to the full inclusion of all qualified individuals. As part of this commitment Human Kinetics will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process please contact HR at .

Human Kinetics Compensation & Benefits Information

Our compensation philosophy is to value the contributions of all HK employees and to reward exceptional performance exceptionally. To do that we provide a standard increase to all HK staff and we award merit increases and bonuses to people who make extraordinary contributions to the work we do.

Job Summary

The Administrative Specialist I (AS I) has a wide range of duties that support the Academic Division and the International Sales Director.

Academic Division duties include organizing records preparing contracts and agreements generating reports and distributing information responding to author and customer inquiries directing project proposals to appropriate staff receiving submissions handling print and electronic correspondence and more. As needed the AS I also helps other administrative specialists.

International sales duties include managing our language translation rights program and the sales marketing and distribution of our products in international markets.

The AS I functions at a Proficient level in all aspects of the position. For more details see the Administrative Specialist Academic Division leveling document.

ACADEMIC DIVISION

Essential Functions

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 divisions efforts including product offerings staff assignments and project status.
3. Keep the divisions online files procedure documents forms and templates accurate and up to date.
4. Run reports from company databases and distribute information on sales schedules and budgets.
5. Prepare division contracts addendums and releases based on terms provided by acquisitions editors or division director.
6. Update databases and schedules when contracts are executed and initiate payments as required.
7. Receive unsolicited proposals log them and redirect to appropriate staff for follow-up.
8. Train new division staff in relevant systems and procedures.
9. Prepare send and archive print and electronic correspondence with authors customers and others.
10. Provide staff authors and customers with copies of physical or digital products as required by contract or as requested by division director.
11. Maintain and update HKs master contract templates.
12. Maintain and update a procedure handbook to document job tasks.

Secondary Functions

1. Upon request perform sales and market research related to acquisitions efforts.
2. Monitor and update schedules and release dates of the divisions products.
3. Schedule staff meetings reserve meeting rooms and organize conference or video calls.
4. Undertake special projects for the division director and acquisitions staff as needed.
5. Assist with administrative tasks for the Trade and Professional Division as needed.

INTERNATIONAL SALES

Essential Functions

1. Serve as a resource for International staff providing support and completing tasks as needed.
2. Assist International staff with compiling data for projects in a thorough accurate and timely manner.
3. Manage the language rights process and database which includes checking rights sending materials processing agreements and receiving/tracking payments.
4. Support international publishers distributors and agents.
5. For international book fairs coordinate the booklist send materials and compile reports.
6. Manage catalog inventory and distribution.
7. Maintain procedure handbook that documents AS I tasks for International staff.

Job Qualifications

Required Education:

• Associates degree

Preferred Education:

• Bachelors degree
• Has a valid U.S. drivers license and the ability to rent a car in their name.

Experience:

Minimally required:

2 years of experience in administrative or office management

Basic proficiency with Microsoft Office especially Word Excel Access PowerPoint Outlook Teams Power BI and OneDrive

Preferred:

5 years of experience in administrative or office management

Basic proficiency with Microsoft Office especially Word Excel Access PowerPoint Outlook Teams Power BI and OneDrive

Required Competencies:

Ability to manage multiple tasks simultaneously

Accountability

Adaptability

Attention to detail

Computer literacy

Customer focus

Initiative

Interpersonal awareness

Oral communication

Organizational awareness

Planning and organizing

Quality orientation

Results orientation

Self-confidence

Sociability and networking

Stress tolerance

Technical expertise and usage

Use of functional expertise

Written communication

Preferred Competencies:

All required competencies plus:

Continuous learning

Data gathering and analysis

Innovation orientation

Persuasiveness

HK Values:

• Integrity
• Resourcefulness
• Effort
• Respect
• Teamwork
• Stewardship

Job Demands:

• Office Equipment Frequent computercopier and mobile device use. Occasional use of telephone and scanner. Rare use of fax machine.
• Mental Demands: Frequent problem-solving organization and ability to read/write. Occasional decision making and interpreting data.
• 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.
• Physical Demands:
  Frequent sitting and walking occasional standing lifting. Rare driving lifting and carrying of items required.

Credit Card Security:

This position has access to customer credit card data and must comply with all policies and procedures designed to keep that data from being compromised.