Advertising Coordinator

OVERVIEW

The purpose of this position is to support the ad sales business to protect the revenue being generated by such advertising. Responsible for trafficking advertising artwork and checking issue layouts to ensure that all advertisements are placed properly.

SCOPE & RESPONSIBILITY

The Advertising Sales Coordinator provides administrative support to the advertising sales operations of the Commercial Sales department. This position ensures SAGEs profitable growth by coordinating print and digital advertising in assigned journals, and supporting the work of the Account Executives through clerical tasks, providing customer service to all accounts, and proofing all artwork to ensure that print journal issues go to press and digital advertisements run without mistakes.

This position works most closely with the advertising sales team (Advertising Coordinators, Advertising Team Manager and Account Executives), journal advertisers, our society partners, and the journals production department.

The primary functions of this position are to receive and process advertising artwork, ensuring quality control along the way; and to review and approve journal issue layouts and proofs to ensure advertisements are correctly placed without mistakes. This position has a direct impact on advertising revenue because erroneously placed ads result in lost revenue for SAGE.

The outside customers this position works directly with include 1) paid advertisers who are submitting artwork and 2) society partners who are submitting their own ads for their journals.

The internal customers this position works directly with include 1) journals production editors regarding the placement of requested advertising, 2) the art department regarding pre-flighting/quality control of submitted advertising and 3) the other commercial sales members, primarily Advertising Coordinators and Advertising Team Manager.

This position will have to function under tight deadlines and often heavy schedules. There is no budget responsibility, but the position does require some judgment calls related to costs that might be incurred related to advertising production problems or late advertising submissions. Also, because this position handles more complex journals, it may also require coordination with printers for placement of special ads such as cover tips, belly bands and outserts.

Key Accountabilities

The job functions include, but are not limited to, the following:

Advertising artwork and placement trafficking:

1. Follow up with advertisers to ensure that their artwork (for print and online ads) is submitted by deadlines.

2. Check artwork submissions to ensure that they meet the proper specifications for printing prior to delivering the artwork to the Production Department for full pre-flighting of the ad.

3. Submit advertising artwork files for pre-flighting and communicate any issues with files back to customers.

4. Review journal issue layouts to ensure proper placement of all advertisements and work with Production Editors as necessary to ensure that all advertising placement and special position requests are met prior to sending the issue to manufacturing.

5. Check all available final issue approvals that contain paid advertisements to ensure that all scheduled ads are present, all correct artwork is included and all position requests are met.

Monthly invoicing

Work with the Commercial Sales Specialist to ensure all paid advertising is invoiced on a monthly basis.

1. Confirm journal print issues have been printed and all advertisements ran correctly; work with Commercial Sales Specialist to identify digital campaigns that have filled their monthly requirements and can be invoiced.

2. Save advertising pages and issue covers from the print files.

3. Check saved advertising contracts/insertion orders against contract in CRM for accuracy.

4. Generate invoice in CRM.

5. E-mail Invoice and electronic tearsheet to customer.

6. Update monthly tracking sheets and other reporting as needed.

Productivity Standards:

1. Responsible for Advertisement Process per issue based on the factors mentioned in the Production Run Sheet.

2. Responsible for completing issues ensuring quality and to review and approve journal issue layouts and proofs to ensure advertisements are correctly placed without mistakes following the successful completion of your training, which will be transitioned to you in a phased manner.

Forecasting Report:

Generate forecasting report for the given territories in the given time frame and coordinate with US team.

Other:

1. Respond to any email inquiries from Advertisers, US/UK Ad Coordinators, Production Editors, Advertising Team Manager, and other SAGE staff within 24 hours of receipt (excluding weekends and holidays only), and respond in a clear, articulate, and organized manner.

2. Occasional correspondence with the Typesetter regarding the successful completion of Ad Process and Pre-flight.

3. Assist the Advertising Team Manager with any projects or initiatives, as requested.

4. Refer to and adhere to the Advertisement guidelines to assigned journals.

5. Meet or exceed the productivity standards for the Advertising Coordinator position.

Act as a Liaison Between SAGE Delhi and US/UK Team:

1. Communicate in a professional and personable manner with Advertisers, US/UK Ad Coordinators, Production Editors, Advertising Team Manager, and other SAGE staff on any issues concerning the journals.

2. Problem solve on issues involving the journal as required.

3. Closely monitor, Advertisement progress as issues move through the steps of the process.

4. Please forward your Manager any communication that you receive from Advertisers/Production Editors etc. that is tense or volatile in nature, also, please feel free to send your Manager any positive words and praise you receive from US/UK Team.

Supportive Team Member

This includes, but is not limited to, the following:

1. Contribute ideas and give feedback in a concise and productive way.

2. Be available to provide support to Advertising team members on select journals as needed and defined by the Manager.

3. Participate in projects, committees, or task forces as assigned by departmental Manager.

4. Willingly contributes work and efforts to achieve group success. Participates actively in team decision making. Works well with other team members and does not contribute to unproductive group conflict.

5. Communicate effectively with all; helpful and cooperative; should be courteous and disciplined (work).

6. Attendance should be regular, observe office timings and report absence in a timely manner to the Advertising Team Manager.

7. Other activities, as needed, to achieve company and department goals.

Skills, Qualifications & Experience

• Minimum of a bachelors degree or equivalent in business or a departmentally related field
• A minimum of one year of general office experience.
• Ability to execute multiple initiatives at one time
• Ability to work independently and prioritize workload effectively
• Clear and consistent written and verbal communication in English
• A quick learner who can use various software with training
• High level of attention to detail
• Working knowledge of Microsoft Office suite including Word, Outlook, Excel and PowerPoint