HarperCollins Publishers

  • Contracts Assistant

    Job Locations US-TN-Nashville
  • Overview

    This position will be responsible for the proper classification, cataloguing and maintenance of all legally-binding and related documents for the Contracts/Legal and Licensing departments. The ideal candidate will have a passion for organization of files and understanding of databases, software and knowledge that will make the process as efficient as possible.


    Essential Responsibilities:

    1. Responsible for efficient and thorough cataloging, filing and proper maintenance of Company author, legal and licensing contracts (“Contracts”) both physically in file folders / file room and digitally via Company’s database of record (DocuShare). (Both Contracts/Legal and Licensing)
    2. Maintain and implement Departments’ physical file labeling and cataloguing conventions (Both
    3. Responsible for implementation of News Corp’s Document Retention Policy with respect to Contracts, along with “check-in/check-out” list for physical Contracts files (Both)
    4. Responsible for system of safeguarding Contracts according to Company security policies (Both)
    5. Answering general informational inquiries from business divisions regarding the rights, royalties and various contract clauses in Contracts. Legal interpretation of language will be referred to other members of the Contracts/Legal Department. (Contracts/Legal)
    6. Create file folders, scan, file and ingest each new Contract into file room and DocuShare (Both)
    7. Send official notice email to proper distribution list (typically 8-12 people) upon completion of each new Contract, triggering a specific task for each person (Contracts/Legal)
    8. Systems: Learn and utilize all internal Company software systems to understand how they all interact and be able to access and pull relevant reporting and information from among all systems (Both)
    9. Handle all routine administrative tasks for the Department (order supplies, mailings, expense reports, department and manager calendars and events) (Both)
    10. Contracts Tracker (Excel file): review Tracker for consistency and quality purposes (Contracts/Legal
    11. Contracts Tracker: monitor compliance generally and offer suggestions for improvement and/or consistency to Manager to explore further. (Contracts/Legal)
    12. Mail any requested physical copies of Contracts to Agents/Authors/Third-Parties, including interoffice when necessary (Both)
    13. Iron Mountain: department liaison; maintain accurate tracking, send/retrieve files (Both)
    14. Iron Mountain: lead project to retrieve, re-sort, re-file and shred files consistent w/ News Corp Document Management Policy (saving HCCP $$ in storage/retrieval) (Both)
    15. Maintains, unpacks, mails out the Author samples (Licensing)
    16. Receives, and distributes the advances and royalty payments (Licensing)
    17. Expired chase, and contract execution chase (Licensing)



    • Someone who LOVES cataloguing and classifying of materials in physical and digital form.
    • 5-7 years of working with software programs, understands how they’re structured and capable of learning how DocuShare is and should be structured.

    • Ability to learn, understand and identify how various company systems interact and share information, along with how changes to any one system could affect multiple others.

    • Comfortable / happy working with large numbers of files.

    Work Experience:

    • 5+ years of industry experience or related position/field 


    • Associates Degree or equivalent industry knowledge and experience 

    Industry Knowledge:

    • Publishing or similar industry preferred but not required.


    • Self-starter, able to function on an independent basis
    • Highly-organized
    • Technologically savvy (excellent computer skills in MS Word, Excel, Outlook, databases in general)
    • Detail-oriented
    • Multi-tasker
    • Responsible

    HarperCollins Christian Publishing is an Equal Opportunity Employer.


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