Summary of Work Activities and Responsibilities:

The Journals Assistant V provides administrative, editorial, and operational support to the University journals under the Office of the Assistant Vice President for Research, Creative Work, and Innovation (OAVP-RCWI). The position facilitates subscription management, database maintenance, print and digital distribution, communications with internal and external stakeholders, and coordination of journal-related events.

Main Duties and Responsibilities

I. Subscription, Distribution, and Sales Support

Maintains and regularly updates the journals’ subscription and sales databases Handles routine correspondence with existing and potential subscribers and agents via email, phone, or other platforms Processes subscription payments, including cash, check, bank deposits, or wire transfers, and turns them over to the Bursar for deposit Coordinates with external printers, couriers, and vendors for local and international delivery of print copies, ensuring minimal loss or delay Monitors the journals’ accounts on e-commerce platforms (e.g., Lazada, Shopee) to ensure availability and accuracy of listings Coordinates with agents, stores, university presses, and marketing outlets to promote the journals and increase subscriptions Attends conferences, lectures, book fairs, and other events to promote the relevant journals Prepares quarterly and annual reports on sales, expenses, and journal inventory for planning and audit purposes

II. Editorial and Production Coordination Support

Responds to general inquiries from authors, agents, and readers, referring specific concerns to the editors and staff of the concerned journals Responds to and processes reprint permissions, in coordination with the editors and staff of the concerned journals Coordinates with third-party service providers (e.g., Elsevier) and, in coordination with journal editors and staff, updates journal content in the University’s Institutional Repository (Archīum) Assists in filing quarterly copyright applications at the National Library of the Philippines by preparing and submitting required forms and documentation Supports peer review tracking, proofreading logistics, and post-layout monitoring by coordinating schedules or routing of files between editors and reviewers Assists in routine formatting, corrections, and communication tasks related to editorial production by implementing standard formatting guidelines, encoding minor revisions, and relaying editor-approved messages to authors/contributors Collects and compiles editorial board data and other journal-related information upon request, while adhering to data privacy standards Maintains the confidentiality of the assessment, review, and preparation for the production of journal manuscripts

III. Administrative Support

Processes financial documents such as Order for Checks, Petty Cash Vouchers, Budget Transfers, and purchase requisitions through the Central Payment System (CPS) and Central Purchasing Office (CPO) systems Assists in maintaining the cleanliness, orderliness, and basic upkeep of the office and storage areas Assists in the logistical preparations and documentation for conferences and special events by arranging venue reservations and preparing essential event materials Attends and documents internal meetings, including writing the minutes of the meeting

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative from the OAVP-RCWI