HarperCollins Publishers

Contracts Assistant

Job Locations US-TN-Nashville
Category
Legal & Contracts

Overview

HarperCollins Christian Publishing Logo

 

HarperCollins Christian Publishing is committed to building a diverse and inclusive team and highly values diverse backgrounds and insights that fuel our innovation.

 

HarperCollins Christian Publishing is in search of a Contracts Assistant to complement our top-notch Contracts team.

 

The Contracts Assistant 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.

Responsibilities

  • 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).
  • Maintain and implement Departments’ physical file labeling and cataloguing conventions
  • 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
  • Responsible for system of safeguarding Contracts according to Company security policies
  • 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.
  • Create file folders, scan, file and ingest each new Contract into file room and DocuShare
  • 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
  • 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
  • Handle all routine administrative tasks for the Department (order supplies, mailings, expense reports, department and manager calendars and events)
  • Contracts Tracker (Excel file): review Tracker for consistency and quality purposes
  • Contracts Tracker: monitor compliance generally and offer suggestions for improvement and/or consistency to Manager to explore further.
  • Mail any requested physical copies of Contracts to Agents/Authors/Third-Parties, including interoffice when necessary
  • Iron Mountain: department liaison; maintain accurate tracking, send/retrieve files
  • 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)

 

Qualifications

Knowledge

  • Someone who LOVES cataloguing and classifying of materials in physical and digital form.
  • At least 3 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 with and enjoys working with large numbers of files.

Work Experience: 3+ years of database management/project management preferred

 

Education:  Bachelor’s or equivalent industry knowledge and experience preferred

 

Industry Knowledge: Publishing or similar industry preferred but not required.

 

Skills:

  • Technologically savvy (excellent computer skills in MS Word, Excel, Outlook, databases in general)
  • Detail-oriented
  • Multi-tasker

HarperCollins Christian Publishing is an Equal Opportunity Employer 

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