Position Title Van Raalte Institute - Project Coordinator/Office Manager
Classification Title Hourly Part Time (.5-.74 FTE)
Benefits Eligibility
Department Van Raalte Institute
Job Description
Working under the supervision of the Director, the Project Coordinator/Office Manager is responsible for all office operations in the Van Raalte Institute (VRI) and for production coordination on books produced by Van Raalte Press (VRP).
Office Manager Responsibilities:
- Provide administrative support to the Director and Senior Research Fellows
- Welcome visitors to the Institute’s offices
- Hire, train, and direct student research assistants; approve time cards
- Maintain a current contact list (both physical and e-mail)
- Prepare mailing of the VRI Annual Report and any other materials designated for distribution
- Process payment requisitions and reimbursements; manage payment of all parties associated with publications; maintain records of expenditures; reconcile monthly credit card statements and other financial reports
- Coordinate Institute events, including: public lectures, book signings, book-release dinners, and other social activities sponsored by the Institute
- Make arrangements for Visiting Research Fellows, including: housing, access passes, meal tickets, payment of stipends, and other financial reimbursements
- Manage Van Raalte Press book stock; keep inventory; fulfill orders
- Ensure new books are properly added to the Van Raalte Institute Library
- Attend and maintain minutes of all staff meetings
- Maintain office and kitchen supplies
- Provide other assistance as needed to maintain a professional and well-organized environment
Project Coordination Responsibilities:
Manage and coordinate the work flow for all publications of the Van Raalte Press, including:
- Schedule: maintain a production schedule for all publications
- Coordinate all production work with assigned content editor
- Copy editing: coordinate copy editing services for manuscripts
- Images: collect and organize images for insertion into manuscript, obtain any necessary permissions for use
- Maps: solicit creation of maps as needed
- Lay out: coordinate lay out services, including delivery of manuscript, images, and any other elements
- Cover: liaise between VRP editor and cover designer
- Proofing: check proofing corrections
- Indexing: oversee preparation, editing, and proofing of indices
- Printing: obtain any needed quotes for printing; liaise with printing company; supply final proofs to print and/or upload document to Amazon (or other on-demand printers)
Qualifications
- Associate Degree (or equivalent) preferred.
- Experience with maintaining an efficient office operation and project coordination
- Demonstrated typing and computing skills
- Strong language and reasoning skills
- Experience and proficiency in Microsoft Office and Google Workspace
- Must be able to work independently and relate well to others within the academic environment
Physical Demands
This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.
Pre-employment Screenings
All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.
Posting Detail Information
Posting Number 2023-341SR
Job Posting Open Date 12/05/2025
Job Posting Close Date 01/02/2026
Open Until Filled No
Is this position available for sponsorship No
Special Instructions to Applicants
