Do you have an eye for detail and financial acumen? And would you like to work in a fast-paced environment like Publishing? We are now looking for an Associate Coordinator, Publishing Support within our ECP (Editorial Contracts and Payments) department.
will be part of the central Publishing Support Team responsible for editorial payments (finance) and contracts (legal).
The Publishing Support Team falls under the Publishing Services Department, one of the supporting units within Science, Technology and Medical Journals (STM Journals).
The Associate Coordinator, Publishing Support (ECP) will globally support publishing staff across the Physical Sciences, Life Sciences, Social Sciences and Economics and Health & Medical Sciences publishing units with the ultimate goal to support the acquisition, maintenance, and development of high-quality STM Journals content.
You will provide specialist support to assigned journal portfolios by administering of payments, taking appropriate steps to safeguard payment details and personal data of societies, editors and contributors. You will also advise publishers and external customers on payment related queries. Furthermore, you will be involved in creating and maintaining compliant editorial contracts for assigned journals using the Contract Management System.
As the Associate Coordinator, Publishing Support (ECP), you will also create annual Financial Arrangements in a timely fashion in accordance with budgets and contractual obligations. You will closely collaborate with publishers in the budget creation process; highlight any deviations from contractual obligations, previous budgets, previous payments, etc. for assigned journals.
You have a strong eye for detail, able to quickly learn Elsevier’s databases and internal systems. Strong communication skills and customer orientation are the required skills to be successful in this role. As an Associate Coordinator, Publishing Support (ECP), you will contribute to and follow efficient, transparent and compliant processes supporting STM Journals.
You will be based in Amsterdam, reporting to the Team Leader Publishing Support Staff.
Your responsibilities
Administering of payments:
Accurately administer payments of editorial fees and royalties to societies, editors and contributors in a timely fashion and monitor approval and payment processing to ensure contractual obligations are met;
Arrange for financial set-up of new societies, editors and contributors;
Investigate and solve issues within editorial payments process with business controller and Financial Shared Services center.
Administration and contracts of Editorial Contracts:
Manage contracts for signing by designated signatories;
File contracts in accordance with filing and retention policies;
Contribute to contract best practices and system development and advise Publishers on contract related queries.
Set up of Financial Arrangements:
Ensure activation of arrangements before year-end;
Closely collaborate with publishers on the set-up of Financial Arrangements and advise on financial related queries.
Budget Management:
Create editorial fee and royalty budgets in accordance with contractual obligations for assigned journals;
Monitor budget expenditure and highlight and inconsistencies;
Advise publishers on budget-related queries.
Contribute to Best Practices and System Development:
Maintain efficient central filing system;
Liaise with Financial Shared Services centre to efficiently resolve system and process related problems;
Contribute to continuous process improvement and participate in various projects with different stakeholders;
Act as a champion for one or more systems;
Take up various additional tasks as may be required from time to time to support contracts and payment processes;
Contribute to testing and development of internal systems.
What you should bring
College degree level;
1-2 years of administrative experience is preferred;
Ability to quickly learn and adapt to new processes and technology;
Strong eye for detail and good organisational skills;
Good communicator, both verbally and written;
Ability to be a good team-player, actively participate in various initiatives and boost team culture;
Financial acumen;
Customer-oriented focus;
Strong Microsoft Office skills: Outlook, Word, Excel;
Fluent in English (Dutch or French are a plus).
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