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Great Minds logo
Great Minds

Creator of Eureka Math, Wit & Wisdom, and PhD Science curricula and Geodes books for emerging readers.

Supervisor, Files & Reprints

AdministrationAdministrationFull TimeRemoteMid LevelTeam 1,001-5,000Since 2007H1B No SponsorCompany SiteLinkedIn

Location

Worldwide

Posted

100 days ago

Salary

$80K - $91K / year

Seniority

Mid Level

No structured requirement data.

Job Description

Supervisor, Files & Reprints

Great Minds

Role Description Reporting to the Associate Director of Production, the Supervisor, Files and Reprints will be responsible for all file maintenance, including: - Archiving files after initial production - Managing ongoing file updates - Ensuring accurate delivery and version control across print, digital, NIMAC, flipbooks, and other file types - Maintaining file integrity and ensuring that the most current file set is available for all Great Minds products - Tracking interdependencies across multiple products - Anticipating downstream impacts of file changes - Driving strategic improvements by identifying opportunities for automation and developing scalable processes - Leading a team of direct reports, with occasional support from freelancers - Working closely with Print Operations, Product Management, and other Production teams - Communicating directly with printers, paging vendors, and the NIMAC - Overseeing twice-yearly reprint cycles - Establishing and maintaining the Reprint Tracker to support visibility, metrics, and continuous improvement Responsibilities - Reprints: - Manage all aspects of the twice-yearly content correction workflow - Coordinate with Product Management, Project Management, and Production Coordinators to define reprint scope and avoid overlap with active projects - Determine resourcing approach (in-house or vendor), assign work to Reprint Coordinators, and secure resources from partner teams - Maintain and update Smartsheet trackers to support visibility, metrics, and reporting; consolidate corrections to minimize file touchpoints - Resolve questions from vendors and internal teams and route queries to appropriate stakeholders - Ensure updates are applied consistently across all PDF types (print and digital, WCAG-compliant and non-compliant, strung and split files) - Ensure print archives (InDesign files) are updated and properly stored - Represent reprint team in cross-functional meetings and communicate progress and risks to stakeholders - Archives: - Maintain archives of InDesign, PDF, and product documentation files in Dropbox, ensuring file integrity, version control, and traceability - Review or oversee review of incoming archive files for completeness and compliance using automation tools (e.g., Python scripts) - Communicate archive requirements to Vendor Managers, Production Specialists, Design team, and vendors; enforce standards and resolve issues with noncompliant, missing, or corrupted files - Create and manage Dropbox folders to optimize file organization, access, and reuse - Distribute or oversee distribution of archive files to vendors and internal teams at project start, ensuring delivery of the most current file sets - Printer PDFs: - Manage the release and transfer of press-ready files to print vendors, ensuring accuracy and alignment with schedules - Create and maintain folders in the Final Delivered Files SharePoint library and manage file access - Ensure PDFs meet naming conventions and pass preflight requirements (PitStop) - Maintain oversight of file tracking, including versions, printers, and delivery status - Serve as the primary production liaison to Print Operations and print vendors - Digital PDFs: - Execute or oversee automated validations for pagination, naming conventions, and WCAG compliance - Deliver files to the Digital FDF for platform publishing and supporting documentation (e.g., TOCs) using automation - Create and publish flipbooks by combining covers and interiors; maintain trackers of published Issuu links - NIMAS: - Determine whether NIMAS file conversion should be completed in-house or outsourced to a vendor - Engage vendors, deliver files, respond to questions, and monitor progress - Oversee execution of NIMAS scripts for in-house processing - Maintain a tracker of ISBNs and NIMAS confirmation IDs - Act as the primary production liaison to the NIMAC - File Integrity, Process, and Strategy: - Establish and enforce standards for file integrity, storage, and delivery across all product lines - Develop and implement process improvements to optimize file discovery, reuse, and accuracy - Drive strategic initiatives related to file setup, delivery workflows, and automation, including defining requirements based on business and vendor needs - Shape and evolve procedures for reprints, corrections, and archiving to ensure consistency and scalability - Monitor compliance with file standards and drive continuous improvement through measurable outcomes - Report progress, risks, and improvements to stakeholders - Management: - Supervise and provide regular performance feedback to direct reports - Delegate work and balance team workloads as needed - Support team development and ensure alignment with organizational priorities - Establish and update Standard Operating Procedures (SOPs) Qualifications - 3+ years of experience in publishing production and/or educational publishing - Flexible and solutions-oriented mindset - Ability to balance strategic thinking with attention to detail - Strong written and verbal communication skills - Ability to learn new software and processes quickly - Comfortable leading meetings with internal teams, stakeholders, and vendors - Ability to synthesize complex information, identify risks, and recommend solutions - Knowledge of PDF accessibility standards (WCAG 2.2) - Proficiency in Microsoft Office applications, especially Excel, Outlook, and Teams - Working knowledge of Adobe Creative Suite, especially Acrobat and InDesign - Knowledge of and experience with: Smartsheet or similar task management platforms, SharePoint, Dropbox, Jira, Miro, Zoom, Slack Preferred Qualifications - Prior people management experience - Experience working with offshore vendors Required Education - Bachelor’s degree or equivalent experience Status - Full-time Location - Remote Salary Information The expected base salary range for this position is $80,000-$91,000, however, the offered salary may be higher or lower than the above range dependent on numerous factors including, but not limited to location, work experience, skills, and internal equity considerations. The base salary is not inclusive of benefits or other incentives. A cover letter and resume are required to be considered for this position. New employees will be required to successfully complete a background check. Any communication to applicants relating to the Great Minds hiring process will only come from email addresses with the domains greatminds.org or greatminds.recruitee.com. If in the course of the application or hiring process with Great Minds you are contacted through another domain, are requested to provide banking or other sensitive information, or you note any other suspicious activity, please contact security@greatminds.org. Great Minds is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), national origin, disability, age, genetic information, or any other status protected under applicable federal, state, or local laws. Our policy reflects and affirms the organization’s commitment to the principles of fair employment and the elimination of all discriminatory practices.

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