Staff Opening

Publications Projects Coordinator

Job Title

Publications Projects Coordinator

Department

Publications

Reporting To

Director of Publications

FLSA Classification

Non-Exempt

Job Category

Regular, full-time

Location

Remote while Zaytuna Campus is closed; in Berkeley, CA, thereafter

About Zaytuna College

Zaytuna College is America’s first accredited Muslim liberal arts college that offers undergraduate and graduate degrees. A central goal of the College is to reintegrate the once vital and influential voice of Muslim thought and erudition back into the ongoing conversation of great ideas, which is informed largely by shifting Western values, and to do so within the context of our new, globalized society and in the manner articulated by the College’s mission statement: “to educate and prepare morally committed professionals, intellectuals, and spiritual leaders, who are grounded in the Islamic scholarly tradition and conversant with the cultural currents and critical ideas shaping modern society.”

The Position

The publications projects manager for the Department of Publications manages all editorial and print projects—including Zaytuna Curriculum Series books and Renovatio journal—and assists with public events. Responsibilities include project management and tracking; maintaining the editorial calendar; maintaining all records and files; serving as liaison to writers, contractors, and vendors; shipping and mailing; processing invoice payments and tracking budgets; coordinating event logistics; and providing other administrative support as directed. The position requires a methodical mind; a structured, organized, and proactive approach to work;  resourcefulness; maturity; prudence; and the ability to work without constant supervision.

Essential Functions

This position is the backbone of the Publications Department, and the primary responsibility is to take ownership of tracking all projects, big and small, in support of meeting editorial deadlines and to serve as a central source of information about publications projects, including Renovatio, for both internal and external stakeholders.

  • Works closely with the publications director to maintain an updated editorial calendar, foundation grants calendar, and operations calendar; updates tasks and sends reminders to team members for upcoming deadlines and changes; serves as a liaison with other departments at Zaytuna; monitors institutional email addresses; and provides support to the director of publications in all communications to scholars/writers as well as Zaytuna staff and faculty.

  • Assists in managing relations with scholars and writers, especially in getting writer agreements signed, processing honorarium payments, booking travel and lodging for visiting scholars, and mailing copies of Renovatio print editions to writers, potential writers, and other scholars as needed. Maintains a regularly updated master list of all writers and potential writers (with addresses, contact information, payment history, etc.).

  • Maintains all publications files and records (physical and electronic), including updated inventory counts of print copies of books, in an organized manner so they are easily accessible as needed. The files and records include all design/layout files (in InDesign and PDF formats); all records of payments to writers, vendors, and contractors (tax forms, wire transfer forms, etc.); all invoices submitted and paid; and all foundation grant proposals and communications.

  • Works closely with the accounting department to track expenses throughout the year, assists the director of publications in preparing grant proposals and financial reports as well as annual budget requests, and ensures that all scholars, contractors, and vendors are paid promptly.

  • Works closely with the events manager and the audiovisual manager in marketing to coordinate event logistics for publications events.

  • Provides departmental data reports, especially for Renovatio (email subscribers, monthly visits to website, social media followers, YouTube stats, etc.), for grant reports, and for board of trustee meetings and other appropriate occasions.

  • Serves as primary contact with vendors, including printing and web development companies, and gets competing bids to assess costs and quality.

  • Secures all copyrights and permissions needed from other publications for excerpts and reprints.

  • Performs other editorial and administrative duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

  • Bachelor’s degree in religious studies, office administration, or a related field.

Experience

  • At least five years of experience as an administrative or operations coordinator or equivalent position. Experience working at a religious or educational organization a plus.

Knowledge, Skills, and Abilities

  • Excellent written and oral communication skills to be able to converse with scholars and intellectuals.

  • Demonstrated abilities in managing projects, record-keeping, maintaining files, shipping and mailing, and related tasks.

  • Proficiency with Microsoft Office (Word, Excel, PowerPoint), as well as Adobe Acrobat Pro. Experience with InDesign is a plus.

  • Resourcefulness and ability to complete tasks on deadline with little supervision.

  • Cultural adaptability (good fit at a religious institution).

Employment Requirements

  • Legal authorization to work in the United States

  • Successful completion of a background check 

  • Flexibility to work some evenings and weekends, especially during major editorial deadlines or at Renovatio events.

To Apply

  • Email your cover letter and resume with a minimum of three professional references (references will not be contacted without prior approval) to [email protected].

  • Be sure to include the title of the job you are applying for in the subject line of your email.

Zaytuna College is an equal opportunity employer.