Editorial Specialist

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association (HAA), and AA&D Administration.

Job Summary:

This role is responsible for the editorial production and mailing of three to four Anniversary Reports annually as part of Harvard College’s historic Red Books program for alumni, a tradition dating back to the mid-1800s. The editorial specialist is responsible for leading and managing all phases of book production of assigned books, which includes alumni volunteer management, marketing and communications, all editorial work, design and layout, printing, and distribution of books.

Job-Specific Responsibilities:

• Works closely with volunteers and staff on the production of three to four Class Reports annually, providing excellent customer service and alumni relations at all times.
• Writes marketing communications utilizing both alumni and institutional voice (email messaging decks, web copy, print mailings and postcards, social media), adapting for alumni demographics and segmentation.
• Works with alumni report chairs to prepare and schedule class mailings; write/send emails and social media posts; and provide recommendations on mailing design and content.
• Provides developmental edit, copyedit, fact-check, and proofread of alumni-authored personal narratives for assigned books annually, editing for the alum’s colloquial voice and following an in-house style guide, the Chicago Manual of Style, and publishing laws around copyright, fair use, libel, slander, and defamation.
• Writes drafts of front matter pieces for assigned book as needed for alumni volunteers.
• Researches and writes obituaries. Provides training to alumni volunteers on how to research and write an obituary.
• Manages and resolves all book queries to alumni authors as early in editorial production stage as possible to ensure accuracy of entries in books.
• Accepts and inputs both digital and hardcopy edits (utilizing proofreading marks) to books from managers and colleagues. Familiarity with interpreting proofreading marks in hardcopy and the ability to input corrections with accuracy to book files using Adobe InDesign is critical.
• Manages alumni and staff on communications, class participation, editorial decisions, potential issues, etc. Handles correspondence with authors, class secretaries, report chairs, printers, and others.
• Manages reunion committee volunteer outreach to assigned classes to promote participation in Class Reports and oversees volunteer confidentiality forms and assignment of data lists and updates.
• Develops creative strategies and programming to promote alumni participation in Red Books, e.g., writing prompts and write-a-thon program.
• Manages production schedules and meets deadlines and mail dates of books preceding each quinquennial Reunion in the most cost-effective manner.
• Designs and completes layout in Adobe InDesign for all assigned Class Report books, providing print vendors with print-ready PDF files.
• Designs and completes layout in Adobe InDesign for all print marketing communication pieces for assigned classes providing print vendors with print-ready PDF files.
• Supervises and trains assigned student workers who assist with book production: keying and scanning copy, research and fact checking, cross-referencing of indexes, use of specialized computer programs, etc.
• Throughout production cycle incorporates address/status changes to Report in all segments: the Records of the Class section, Geographical Index, Obituaries; relates address/status change information to other departments as necessary (Data Governance, Reunions, etc.).
• Reviews and edits copy for departmental and HAA-wide communications as needed.
• Manages office’s general email inbox.
• Co-manages processing office’s incoming mail and updating participation database with mail and email participation. 
• Co-manages answering office’s telephone and handling general inquiries from alumni.
• Provides light administrative support to associate director and senior associate director as needed.
• Updates office’s shared server and organization’s intranet site when appropriate with book information.
• Contributes to team effort by accomplishing related duties as required.
• Covers the HAA reception desk per the established rotation schedule when staff are working in the office.
• Provides occasional alumni events support on campus during nights and weekends as necessary, schedule-permitting.
• The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Basic Qualifications:

• Minimum of two years related editorial experience.
• Must possess excellent attention to detail, verbal and written communication skills, and have an excellent command of grammar, punctuation, and spelling. 
• Must have the ability to own and manage complex projects independently.
• Must occasionally work additional hours during peak periods during the year. 
• Strong computer skills with desktop publishing/design experience with Adobe InDesign and Acrobat, and Microsoft Word and Excel.
• You will be expected to work certain events/campus activities, such as reunions each spring, and participate in department retreats that are taking place on campus in Cambridge, MA.

Additional Qualifications and Skills:

• Bachelor's degree strongly preferred – ideally including coursework in English, journalism, publishing, or equivalent experience.    
• Project management and research experience preferred.  
• Excellent English grammar, spelling, proofreading skills, accuracy, and organizational skills. 
• Exceptional alumni-relations and customer-services skills. 
• Ability to collaborate effectively with alumni volunteers, staff, students, and vendors.  
• Ability to set priorities and meet deadlines for multiple concurrent projects while providing the highest level of customer service to the alumni community.  
• Familiarity with proofreading marks in hardcopy format and the ability to input corrections with accuracy into both MS Word and Adobe InDesign files.

Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

• Orientation and Review Period: 3 months
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.