Job Summary

Publishing Services Coordinator

Pittsburgh Magazine is seeking a highly organized, detail-oriented professional to oversee advertising design, production workflow and audience development support for our award-winning publications.

This is a part-time, primarily in-office position with significant scheduling flexibility. While meetings and production tasks associate with this position require in-office communication and collaboration, some of the work can be completed remotely. The position follows the natural rhythm of magazine publishing, with lighter workloads during the early stages of each issue and increased activity as production deadlines near. Candidates should be comfortable managing their time independently and adjusting their schedules to meet publication deadlines. The successful candidate will play a key role in ensuring the timely production and delivery of our magazines while supporting audience growth and select advertising production projects. This position reports directly to the Publisher and works closely with the Advertising Director, Creative Director, Information Technology Director, Digital Marketing & Events Director, and editorial staff.

Advertising Production Support

• Assemble and build Special Advertising Sections according to established designs and templates.
• Create advertisements from client-provided text, images, and other materials as needed.
• Track advertising production, approvals, and completion status using shared workflow tools.
• Collaborate with advertising and creative teams to ensure projects are completed accurately, meet quality standards and meet deadlines

Magazine Production Management

• Manage production schedules and ensure all magazine deadlines are met.
• Preflight editorial and advertising files to ensure compliance with printer specifications.
• Upload and approve production files for printing.
• Coordinate ad placement and editorial content for magazine imposition.
• Calculate and monitor advertising-to-editorial ratios.
• Create and maintain binder books, flip books, and annual production schedules.
• Verify advertiser URLs and other publication quality-control elements.
• Preflight and prepare event signage, posters, plaques, reprints, and related materials.
• Archive publication files and maintain production records.
• Assist in compiling Job Instruction Sheets and Print Orders.

Audience Development

• Assist in subscription acquisition, renewals, and retention efforts.
• Monitor audience development initiatives.
• Assist in assembling circulation and audience data
• Assist in coordinating with fulfillment vendors and customer service providers.

Qualifications

• Experience in magazine, newspaper, or print publishing production preferred.
• Strong understanding of print production processes, prepress workflows, trapping, and printing specifications.
• Proficiency with Adobe Creative Cloud, particularly InDesign.
• Strong organizational and project management skills.
• Comfortable working with spreadsheets, databases, and production tracking systems.
• Excellent attention to detail and ability to manage multiple deadlines simultaneously.
• Strong communication and collaboration skills.
• Flexible, self-motivated, and able to work with multiple departments.

This position is ideal for a publishing professional who enjoys balancing production operations, audience development, and creative project management while contributing to the success of a dynamic media organization.

Work Location: In person