Rights & Permissions Office Assistant

Classified Title: Office Assistant

Requisition #: 313604

Range: OC

Level: 2

Salary: $12.72-$17.51 per hour

Status: Part Time

School: Academic Centers

Location: Homewood Campus

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: Central Talent Acquisition Office: 443-997-5100

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General Description

The primary duties and responsibilities of the job:

  • Files U.S. copyright registration for all books and journals within 90 days of receipt
  • When certificate is received, enters TX information in Filemaker and files certificate in Director’s files
  • Ensures prompt restocking to warehouse of any excess print inventory
  • Creates and affixes labels for all new books and journals. Arranges newly labeled titles on shelves in the press library and records shelving locating in Filemaker database
  • Shelves books that have been removed from the library, tracks down (and occasionally makes arrangements for replacing) missing items
  • Collects newly published journals from Director’s office and shelves them
  • Ensures that library shelves are neat and tidy
  • Fills orders for gratis books and catalogs. Distributes to authors their copies of translated books received from international publishers
  • Maintains official contract files, including preparation of new file folders. Files invoices for permissions granted and files paperwork related to the permissions received
  • On a semi-annual basis researches and identifies addresses of journal contributors with royalty payments due and contacts them to solicit an updated W-9 form
  • Sets up new vendors in SAP for journals contributors with royalty payments due
  • For all newly executed publishing contracts, enters into Filemaker data on sales territories, publishing rights and subsidiary rights and restrictions
  • Misc. duties as assigned.


High School Diploma/'GED required. College degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits/semester hours or 18 graduate degree credits may substitute for one year of experience). Six months related experience required. Clerical, bookkeeping, or library experience a plus.

Special skills and knowledge

MS Word, Excel required. Filemaker Pro preferred.

Physical requirements for the job:

Able to lift 25 pounds of books

Additional information:

Part-time, 25 hours a week. Flexible hours.

NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at 443-997-5100. For TTY users, call via Maryland Relay or dial 711.

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