• location: Catonsville, MD
  • type: Permanent
  • salary: $40,000 - $45,000 per year

job description


Do you have solid attention to detail and organizational skills? Are you looking to get your foot in the door with an outstanding organization? Then I have the opportunity for you! A non-profit in Catonsville, MD is seeking to add to their team a direct hire (permanent), full-time, Administrative Assistant (Publications Administrator) to povide administrative support their Publications department. The schedule would be Monday - Friday from 8:30 AM - 5 PM (with some flexibility) and is paying around $40K - $45K annually, depending on experience. The interview process will be completely remote, conducting interviews via Zoom as their office is still working 100% remotely. They are beginning to slowely re-open the office so there will be some in-office training but once settled, you will have the opportunity to work remotely as well. Responsibilities of the role include but are not limited to:


- Administrative support to the Publications Department including documenting volunteer service, managing departmental meeting logistics & maintaining departmental supplies/inventory.

- Vendor liaison for all departmental invoicing; processes & prepares invoices for approval.

- Oversees author billing & coordinates with production vendor to authorize publication following payment.

- Reviews & approves articles & issues for online posting

- Uses vendor software to initiate free access tokens to predetermined journal content

- Updates the journal shipping schedule on a monthly basis & maintains on SharePoint

- Maintains reference library & works with vendors to bind volumes on a yearly/as-needed basis

- Prepares & sends authors final PDFs of their published articles

- Works with staff/vendors to manage & order plaques/awards

- Distributes advance-printed issues to designated staff; shelves first-class copies for archive

- Filters communication received from Receptionist to staff within department


  • Attention to detail (3 years of experience is required)
  • Scheduling (3 years of experience is required)
  • Coordination (3 years of experience is required)
  • communication skills
  • Customer Service (3 years of experience is required)
  • Calendar management (3 years of experience is preferred)
  • Bachelors
  • Years of experience: 3 years
  • Experience level:Experienced
Shift: First

Working hours: 8:30 AM - 5 PM

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