Position Description
Press Getty Publications
Project Management Coordinator


Getty Research Institute (GRI) Publications seeks a Project Management Coordinator to handle contracts and budgets for approximately 90 books in development, and to provide administrative support to an editorial staff of seven. Working closely with the managing editor, the Project Management Coordinator plays a critical role in acquiring book projects, seeing manuscripts from editing through to design and production, and overseeing the post-publication closeout of titles.

While this is an entry-level publishing position, the person has access to high-level discussions and many opportunities to broaden their skillset. The Project Management Coordinator meets regularly with the publishing team, including the publisher, managing editor, and head of GRI Publications, as well as with the managers of design, production, rights, and sales, to review current and future projects. Candidates with no prior publishing experience are welcome to apply.

The Getty offers medical, dental, and vision insurance; paid time off; and retirement benefits. The GRI Publications Department is supportive of a work-life balance and advocates the use of the on-site fitness center for the mental and physical welfare of employees.

Major Job Responsibilities

  • Manages contractual work, including drafting scopes for contracts; creating purchase orders (approximately 100 per year); reviewing draft contracts and routing them to the managing editor for approval; paying consultants; and tracking payments.
  • Manages the department and individual book budgets, including scheduling and tracking expense payments; preparing quarterly reports (variances and accomplishments); reconciling expenditures and purchasing cards; and arranging travel and processing expense reports (approximately six trips per year).
  • Facilitates peer reviewing of manuscripts, preparing and sending files to reviewers, tracking the status of reviews, and following up with reviewers as needed.
  • Manages post-publication work on books, including filing copyright registration for GRI publications; drafting complimentary copy lists and memos; updating the Copyright Clearance Center (CCC) database with copyright information for new GRI publications and reviewing CCC licensing requests.
  • Provides general administrative support, including answering questions from authors related to their contracts; confirming receipt of manuscripts; assessing whether manuscripts conform to submission guidelines and are within the approved budget; sending edited files and proofs to proofreaders, indexers, and other consultants; arranging meetings; ordering and maintaining office supplies; archiving physical and digital book files; and supplying information on GRI Publications for Trust Communications publications and websites.


  • High school diploma/GED; Bachelor’s degree preferred
  • Minimum 3-4 years related experience

Knowledge, Skills, and Abilities

  • Excellent communication and organizational skills.
  • Follows through on commitments and completes assigned tasks.
  • Adjusts quickly to changing priorities and conditions.
  • Establishes a collaborative working relationship with peers, supervisors, and managers in other departments.
  • An interest in the arts and a career in academic publishing is preferred.
  • We value diversity and encourage individuals from communities underrepresented in publishing to apply.

Please use the following link to apply: