Position Description
Press United States Institute of Peace Press
Publications Assistant


If you have a passion for making the world a better place and want to have a front row seat to the world stage, USIP is the place for you

We are a nonpartisan institute chartered by Congress to tackle the world’s toughest problems.  Working in conflict zones around the world, our staff advise and support the military, government officials and community leaders – to promote knowledge and practices that prevent, mitigate and resolve violent conflict.  To learn more about USIP programs and job openings go to https://www.usip.org/about/careers

Since its inception in 1991, the United States Institute of Peace Press has published hundreds of influential books, reports, and briefs on the prevention, management, and peaceful resolution of international conflicts. The Press is committed to expanding the reach of the Institute’s work by continuing to publish significant and sustainable publications for practitioners, scholars, diplomats, and students.


The Publications Assistant supports USIP’s Publications Program in four (4) key areas: administrative, editorial, production, and digital initiatives.


Grade 07, $47,000 - $49,000

The Institute uses the General Schedule salary tables for administering compensation. Offers of employment are determined based upon candidate qualifications, related experience, internal equity and amount budgeted for the position.


Administrative (35%):


  • Performs and coordinates the requisition and contract procurement processes for the Publications team using USIP’s financial management system, including processing of invoices and tracking of key financial data.
  • Maintains cost databases and tracks charge-back expenses to Institute programs.
  • Assists in the drafting of author agreements and tracking of agreements, permissions, and rights requests.
  • Tracks and updates key data points on the Publications workflows and processes, providing verbal and written status reports to the Publications and programmatic teams.
  • Assists USIP’s Finance team, vendors, and the Publications team in tracking contractual obligations and ensuring compliance, timely payments, and contractual closeout.
  • Assists in exhibition planning logistics and sales efforts at conferences.
  • Performs administrative duties, such as mailing materials to vendors and reviewers, making copies, and assisting in coordination of in-house publication inventory.


Editorial (35%):


  • Coordinates with authors and program teams to ensure submissions are complete, appropriate permissions have been received, artwork is in the correct format(s), and that all required approvals have been obtained.
  • Assists Managing Editor in reformatting submissions for copyediting; adding key front matter material.
  • Assists in proofreading publications and miscellaneous material (promotional copy, summary text, front matter, cover and inset text, etc.), using Chicago Manual of Style.
  • Serves as liaison to the Institute staff on publication formats, timelines, and cost questions.
  • Assists Managing Editor in updating and maintaining in-house publications style guide and word list(s).


Production (20%):


  • Prepares and transmits clean manuscript files to Production Specialist for layout.
  • Assists with proof corrections using Adobe Creative Suite software.
  • Assists the Production Specialist with researching photos and graphic elements for reports, books, and other publications.
  • Prepares and composes basic metadata.


Digital Initiatives (10%):


  • Assists in the curation and maintenance of publication information on USIP’s intranet and online bookstore.
  • Assists with e-book proofreading and coordinates file revisions with e-pub vendor.
  • Facilitates data transfer into the publications title management system, providing general support and troubleshooting.


Performs other duties as assigned.



  • A Bachelor’s degree in related field required.
  • A minimum of one (1) year of professional publishing experience is required.
  • Demonstrated professional experience editing and proofreading using Chicago Manual of Style and familiarity with proofreader’s marks/workflow is required.
  • Demonstrated proficiency in MS Office is required.
  • Experience using Adobe Creative Suite (InDesign, InCopy, Illustrator, Photoshop, Acrobat Professional) and publishing content management systems is highly preferred.
  • Active learner, with interest and ability to quickly learn from teammates and colleagues.
  • Exceptionally organized and detail oriented, with an ability to manage multiple projects and deadlines, while maintaining high standards of quality and tight editorial and production schedules.
  • Self-motivated with excellent interpersonal, verbal, and written communication skills.


All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

Compensation is commensurate with qualifications and experience.

To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application including titles, dates of hire and salary history.
2.  Cover letter
3.  Resume

For questions about this position please email recruitment@usip.orgDo not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted. 

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law. 

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