Publications & Production Specialist 2-4 CM

Job Summary

Involves planning, scheduling, and coordination of the printed and electronic production of books, journals, catalogs, publications, manuscripts, promotional and other materials. Collaborates with writers, editors, design specialists, web developers, project directors, authors, and relevant staff to ensure proposed publications meet formatting standards and align with print and electronic publishing specifications.

Job Title	Publications & Production Specialist 2 CM	Publications & Production Specialist 3 CM	Publications & Production Specialist 4 CM
Job Code	5379	5380	5381
Bargaining Unit	CM	CM	CM
FLSA	Non-Exempt	Exempt	Exempt
Generic Scope	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Applies publications design and delivery concepts. Applies organizational policies and procedures to resolve a variety of moderately complex issues. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CM” ending.	Applies skills as a seasoned, experienced professional with a full understanding of industry practices, marketing, and organizational policies and procedures; resolves a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CM” ending.	Uses advanced concepts and objectives of the organization to resolve highly complex issues. Regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results that reinforce the brand. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CM” ending.
Key Resp 01	Applies professional concepts to plan and expedite non-complex production schedules or portions of larger production schedules.	Independently plans, schedules, designs, and coordinates publications or presentation graphics that meet the needs of the event and/or department.	Develops, implements and maintains resource allocations for large and/or multiple publishing production needs and projects.
Key Resp 02	Assists clients in the design and layout of a broad range of publication materials.	Assists clients in the design and layout of a broad range of publication materials or exhibit design. May assist in the reorganization of reports and illustrations.	Develops material based on marketing plans.
Key Resp 03	Under supervision, provides estimates on resource allocation, prioritization and timing for moderately complex production, exhibit and/or publications projects.	Provides original design and layout on selected publications including brochures, catalogs, media guides, newsletters and signage. Tracks and monitors budget expenditures for publication materials.	May assist in budget development; ensures monitoring and tracking of publications/production expenses.
Key Resp 04	Provides research assistance and other support for publication development efforts.	Maintain databases and coordinates the publishing of manuscripts. Routes jobs through scheduling, editing, writing, design, review, and distribution.	Negotiates and manages the publication cycle beginning with creative production through contracts with vendors and final print or electronic production.
Key Resp 05	Develops and maintains up-to-date records and resources with information on campaign projects, presentations and organizational facts relevant to publication needs.	Ensures manuscript and journal standards are met by authors, and handles the expert review process. Contacts customers for approval of format changes.	Evaluates and monitors organizational or vendor services used in the production of printed and electronic publications.
Key Resp 06	Develops and maintains an image cataloging and storage system.	May supervise lower level publications and production coordinators.	May lead a team of publications and  production professionals to include assigning and reviewing workload distribution.
Key Resp 07	Assists in planning for the management of production delivery.	Ensures all publications meet specific electronic and/or printing and mailing requirements. Contacts customers for approval of format changes.	Ensures efficient storage systems are in place to include desktop publishing and image scanning.
Key Resp 08	Confers with writer/editors and related staff to understand publication needs and report daily status of work progress or delays.	Gathers, analyzes, and prepares project plans for publications, including approaches, trends, sources and uses.	Reviews work orders for due dates and sets priority schedules.
Key Resp 09	Prepares specifications for new publications.	Negotiates changes between print vendors, website designers and department staff to ensure the publication’s purpose is accurately conveyed and aligned with organizational objectives.	Initiates and designs publication proposals including approaches, trends, sources, and uses that impact individual or multiple departments.
Key Resp 10		Establishes and maintains schedules and records for the production of publications.	Arranges contracts with manufacturers and suppliers.
Education	Bachelor’s degree in related area and/or equivalent experience/training	Bachelor’s degree in related area and/or equivalent experience/training	Bachelor’s degree in related area and/or equivalent experience/training
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Ability to handle multiple projects simultaneously.	Time and project management skills to effectively establish priorities and meet competing deadlines.	Advanced project consulting and management skills to ensure operations are running smoothly and deadlines can be met effectively.
KSA 02	Working knowledge of production processes and vendor requirements for a variety of products.	Working knowledge of marketing principles.	Advanced knowledge of marketing principles.
KSA 03	Working knowledge of applicable publishing software applications.	Thorough knowledge of applicable publishing software applications.	Advanced knowledge of applicable publishing software applications.
KSA 04	Working knowledge of databases for desktop publishing and image storage.	Strong skills in originating and maintaining databases for desktop publishing and image storage.	Advanced skills in originating and maintaining databases for desktop publishing and image storage.
KSA 05	Skills to effectively produce visual materials that meet and satisfy the needs of the client.	Strong skills to effectively produce visual materials that meet and satisfy the needs of the client.	Advanced skills to effectively produce visual materials that meet and satisfy the needs of the client.
KSA 06	Interpersonal communication skills to interact effectively with a variety of clients, support staff and vendors.	Strong skills in interpersonal communication to interact effectively with a variety of clients, support staff and vendors.	Advanced skills in interpersonal communication to develop and maintain effective working relationships with a diverse client population, staff and vendors.
KSA 07	Skills in collaboration to best meet project goals and objectives of clients.	Strong skills in collaboration to best meet project goals and objectives of clients.	Strong skills in coaching and mentoring lower-level staff.
KSA 08		Ability to handle small to large multiple projects simultaneously.	Strong skills in negotiating client needs and vendor requirements/pricing.
KSA 09			Ability to manage and schedule small to large multiple projects.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.