Society of Exploration Geophysicists

Publications Fulfillment Assistant

Position Summary

The Publications Fulfillment Assistant will assist in the processing of subscription orders and renewals for institutional, member, and nonmember individual subscribers to SEG and EEGS publications. Responsibilities include verifying and updating records from received single-site institutional licenses, activating online subscriptions, processing claims for missing issues, providing general customer service related to institutional subscriptions, and producing print orders and mailing labels for printed journals.

Essential Functions

  • Assist with processing orders for new institutional SEG and EEGS publications subscriptions placed by the subscribing institutions, subscription agencies that represent them, sales agencies that sell subscriptions on SEG’s behalf, and the SEG Publications and Courses Sales Representative. This includes invoicing, processing payments, updating subscription records, obtaining signatures on subscriber licenses, verifying institutional IP addresses, activating online subscriptions, and sending activation email notices to librarians or equivalent institutional representatives. Create and Link library administrator accounts for all new requested Single Sign on and inform the team lead once these are ready to be mailed out for activation. Maintain a log of all created SSO library administrator accounts.
     
  • Assist with the clean up and sending of renewal invoices/notices up to four times per institutional subscriber per year, process payments, refresh subscription records, obtain signatures on new subscriber licenses as may be necessary, extend access through the end of the new subscription term, and send renewal email notices to librarians or equivalent institutional representatives. Ensure that subscription records are accurate and up to date.
     
  • Produce print orders and accompanying electronic mailing labels for The Leading Edge and Geophysics journals incorporating both institutional and member subscriptions, and send these print orders to the journal printer on schedule.
     
  • Evaluate and process claims for missing issues of all printed journal for both member and institutional subscribers and process those that meet SEG criteria for fulfillment. Produce printed mailing labels and deliver them to the mailroom with mailing instructions. Maintain an accurate record of all received and processed claims; this includes the utilization of Contact Tracking for the tracking of claims.
     
  • Provide general help-desk service to member, nonmember individual, and institutional subscribers to the SEG Digital Library, addressing access problems, site functionality, and other issues, drawing in the team lead over more technically challenging issues that need to be investigated further. Utilize Contact Tracking to maintain a log of problems and resolutions and assist in providing the issue reports on help-desk activity.
     
  • Assist in the processing of daily received Literatum/Atypon batches in addition to maintaining an up to date log of all purchased eBooks.

Experience Required

  • Minimum three years of general administrative office experience required.
  • Minimum two years concurrent or additional experience in customer service and database management required.
  • Familiarity with online publications systems and publications sales and fulfillment preferred.
  • Experience in non-profit organizations preferred.

Education, Certifications and Specialized Training

Minimum High School diploma or GED required. Some general college level classes including communication courses (i.e., English) preferred.

Job-Specific Skills and Knowledge

  • Excellent oral and written communication skills, especially as may be applied to customer service and product support.

  • Proficiency with constituent management systems, reporting, and Microsoft Office, especially Excel.

  • Excels at multitasking with meticulous attention to detail and has the ability to work on several projects while staying focused and meeting deadlines.

If you meet the qualifications of the position and are interested in applying, please contact the SEG Human Resources Department by email at hr@seg.org.