Administrative Specialist I, Academic Division (Remote)

Salary Range: The salary range for this position is $35,000 - $48,000.

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: https://us.humankinetics.com/pages/human-kinetics-compensation-benefits-information

Human 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 217-403-7543.

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 division's efforts, including product offerings, staff assignments, and project status.
3. Keep the division's 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 HK's 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 division's 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:

• Associate's degree

Preferred Education:

• Bachelor's degree
• Has a valid U.S. driver's 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 computer,copier, 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 thatare 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.