Administrative Assistant

This is a long-term, temp to hire position.

You will be phone screened by a Bluecrew Team Member to ensure you are a fit for this position.

Once you pass the initial phone screen, you will be scheduled for a virtual interview with the University of Chicago Press' Team on Monday, July 6.

The Administrative Assistant supports the day-to-day operations of the University of Chicago Press by providing high-level administrative and organizational support across editorial, production, and business teams. This role plays a critical part in ensuring efficient workflows, timely communication, and coordination of publishing activities within a fast-paced academic publishing environment.

Administrative Assistants at the University support scheduling, meetings, and records management to keep departments running efficiently, while publishing assistants often coordinate manuscripts, timelines, and communication with stakeholders such as authors and editors.

Proficiency in all Windows applications, namely excel.

You will be responsible for ordering supplies, inter-office transfers of materials like books, recording they daily attendance, and possibly working in our FST system depending on who the candidate is.

Key Responsibilities

Administrative Support

Provide daily administrative support to editorial, marketing, and publishing leadership

Manage calendars, schedule meetings, and coordinate internal and external communications

Prepare and edit correspondence, reports, presentations, and publishing documentation

Maintain organized digital and physical filing systems for manuscripts, contracts, and records

Publishing & Editorial Coordination

Assist with tracking manuscripts, deadlines, and production timelines

Coordinate communication between editors, authors, designers, and external partners

Support proofreading, formatting, and preparation of materials for publication

Maintain databases related to titles, authors, and publishing schedules

Meetings & Events

Coordinate departmental meetings, author events, and book launches

Prepare agendas, take meeting notes, and track action items

Arrange travel, accommodations, and logistics for authors, speakers, and staff

Operations & Office Management

Monitor office supplies and manage purchasing requests

Process invoices, expense reports, and vendor communications

Assist with onboarding logistics for new team members

Support cross-functional projects and operational initiatives

Communication & Stakeholder Support

Serve as a primary point of contact for internal staff, authors, and external partners

Respond to inquiries in a professional and timely manner

Support dissemination of press communications, newsletters, and announcements

***General Requirements***

This position includes the opportunity to enroll in Medical, Dental, Vision, Term Life, and Short-Term Disability benefits, as well as a Retirement Plan. All Illinois crewmembers are also entitled to accrue and use paid time off. Additional benefits information can be found here: https://help.bluecrewjobs.com/en/articles/3828467-bluecrew-crew-members-may-now-enroll-in-employbridge-benefits.

Data Entry

When working in a Data Entry position through Bluecrew, you may be expected to perform any and all of the following duties:

• Working independently or as a team to operate a computer or other peripheral equipment
• Sitting or standing for the duration of the shift
• Assist with general troubleshooting of computers or other digital applications
• You could be working in an office environment, or in a warehouse environment
• There may be a specific dress code, but if it is not listed, we recommend going in business casual for your first day until you have had a chance to establish the company preference with your supervisor

It is important to Bluecrew that you go home in the same healthy state that you came to work in, so please do not accept this assignment if you cannot fulfill all of the above duties.