Administrative Specialist I - Product Development

Salary Range: The salary range for Administrative Specialist I - Product Development position is $35,000-$48,000.  We expect to hire between $35,000- $41,000 for this position. This is an hourly, nonexempt position.

Eligibility for remote work: Human Kinetics is headquartered in Champaign, IL, and this position is required to work onsite in Champaign 5 days per week. 

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Applicants are not obligated to disclose expunged juvenile records of adjudication, arrest, or conviction as part of the application process.

Human Kinetics is committed to building a more diverse workforce. We welcome BIPOC candidates and others who identify with underrepresented groups to apply.

Human Kinetics is committed to the full inclusion of all qualified individuals. As part of this commitment, Human Kinetics will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact HR at 217-403-7543.

Human Kinetics Compensation & Benefits Information

Our compensation philosophy is to value the contributions of all HK employees and to reward exceptional performance exceptionally. To do that, we provide a standard increase to all HK staff, and we award merit increases and bonuses to people who make extraordinary contributions to the work we do.

Learn more about our perks and benefits here: 

https://us.humankinetics.com/pages/human-kinetics-compensation-benefits-information

JOB SUMMARY

The Administrative Specialist I – Product Development supports operational excellence within the Product Development Group, with a focus on efficiency, accuracy, and organization. The Administrative Specialist ensures that archival, print production, and reprint processes run smoothly and assists with data entry, report generation, project documentation, invoice processing, book printer proof tracking, and other administrative tasks. The Administrative Specialist I – Product Development functions at an entry level in all aspects of the position.

ESSENTIAL FUNCTIONS

1. Provides routine administrative support for the Print Production department, including maintaining active and archived files, creating project folders, managing the production library, returning books to inventory, coordinating material storage, and ensuring project file information and documentation are current and accurately maintained in electronic systems. Stores master print copies in the HK warehouse according to established archive procedures. Manages the archiving, storage, and circulation of hard copy editorial postpub files.

2. Verifies, reconciles, codes, and processes assigned printer, shipping, and outsourcing invoices, resolving discrepancies as needed. Enters invoice data into appropriate systems and maintains accurate production records, folders, and electronic file histories according to established procedures.

3. Provides administrative support to the VP of Product Development as assigned, such as running and storing various routine expense reports, participating in the postpub budget report process, compiling customer survey data, and assisting with smaller administrative projects as needed. 

4. Assists the Director, Print Production and Reprint Manager with print book quality control (QC) checks and receiving processes. Performs QC reviews to ensure deliverables meet required specifications and that proper proofing procedures have been completed.

5. Coordinates the circulation and tracking of book printer proofs in collaboration with the Director, Print Production and Reprint Manager. Processes revisions and approvals, ensures timely return of proofs to maintain production schedules, and maintains accurate tracking documentation.

6. Supports the preparation of Trade & Professional reprint estimates with the Reprint Manager, ensuring estimates accurately reflect book specifications or thoughtfully evaluated alternatives that may reduce costs or accommodate schedule constraints.

7. Processes access code sheet reorder requests from the Inventory Department to support inventory replenishment.

8. Assists the Cover Design Specialist and Cover Director with generating reprint barcodes for back covers.

9. Maintains and updates production tracking tools and databases, ensuring project schedules, specifications, and status information are accurate and current for internal stakeholders, including accurately entering biweekly publication schedule updates.

10. Coordinates communication and materials between internal teams and external vendors, ensuring production files, specifications, and supporting documentation are distributed accurately and in a timely manner. Maintains communication with print vendors to gather and update print lead-time charts and vendor capability information for internal staff reference.

SECONDARY FUNCTIONS

1. Assists with documenting and maintaining production procedures, templates, and reference materials, helping ensure consistency and efficiency across the Product Development unit.

2. Manages HK’s Information Center, including renewing and paying subscription invoices, cataloging and shelving books, and preparing annual budget recommendations for HK’s print and digital trade magazine subscription expenses.

3. Creates CEO letters to authors for newly released books, has them signed, and ships them.

JOB QUALIFICATIONS

Required Education: 

2-year degree in Business Administration, Office Management, Project Management, or a related field. 

A combination of relevant education and professional experience may be considered in lieu of a degree. 

Required Experience:

Minimum of 2 years of experience in project management, business administration, and/or office management.

Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, Access) or comparable database, spreadsheet, and word-processing applications.

Proven ability to manage multiple projects and priorities simultaneously while maintaining accuracy and meeting deadlines.

Strong written and verbal communication skills, including the ability to prepare reports, correspondence, and project documentation.

High level of organizational skills and attention to detail, including accuracy in data entry.

Ability to work independently while also collaborating effectively within a team environment.

Preferred Experience:

Working knowledge of scheduling, coordination, and workflow management in a professional environment, including experience with workflow management software or tools (e.g., Planner, Asana, Trello, or comparable programs).

Familiarity with basic project management principles, including task tracking, timelines, documentation, and stakeholder communication.

Strong problem-solving skills with the ability to identify issues, propose solutions, and follow through to resolution.

Experience supporting cross-functional teams or leadership.

Experience coding invoices, classifying expenses, or other financial-related tracking.

Competencies:

HK Values:

Integrity

Resourcefulness

Effort

Respect

Teamwork

Stewardship

Plus, ProdDev Competencies:

Accountability

Adaptability

Attention to detail

Computer literacy

Decision making

Financial awareness

Functional expertise and usage

Planning and organizing

Quality orientation

Results orientation

Stress tolerance

Plus, required for Administrative Specialist I:

Initiative

Conceptual thinking

Continuous learning

Data gathering and analysis

Oral communication

Self-confidence

Written communication

Preferred for Administrative Specialist I:

Negotiating

Organizational awareness

Strategic thinking

Job Demands:

Office Equipment: Frequent computer-Windows, copier, printer, scanner, and fax use. Occasional telephone/WebRTC phone use.

Mental Demands: Frequent problem solving, decision making, data interpretation, organization, reading/writing, and manage one's own time required. 

Working Conditions: Indoor office environment.

Physical Demands: Frequent sitting, walking, typing, lifting over 20 lb., carrying, hearing, seeing, speaking, fast-paced, up and down. Occasional standing. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, Responsibilities, and activities may change at any time with or without notice.