Editorial Specialist

About the Role

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 leads and manages all phases of book production, including alumni volunteer management, marketing and communications, editorial work, design and layout, printing, and distribution.

Responsibilities

• Work closely with volunteers and staff on the production of three to four Class Reports annually, providing excellent customer service and alumni relations.
• Write 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.
• Work 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.
• Provide 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.
• Write drafts of front matter pieces for assigned books as needed for alumni volunteers.
• Research and write obituaries. Provide training to alumni volunteers on how to research and write an obituary.
• Manage and resolve all book queries to alumni authors as early in the editorial production stage as possible to ensure accuracy of entries in books.
• Accept and input 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.
• Manage alumni and staff communications, class participation, editorial decisions, and potential issues. Handle correspondence with authors, class secretaries, report chairs, printers, and others.
• Manage reunion committee volunteer outreach to assigned classes to promote participation in Class Reports and oversee volunteer confidentiality forms and assignment of data lists and updates.
• Develop creative strategies and programming to promote alumni participation in Red Books, e.g., writing prompts and write-a-thon program.
• Manage production schedules and meet deadlines and mail dates of books preceding each quinquennial Reunion in the most cost-effective manner.
• Design and complete layout in Adobe InDesign for all assigned Class Report books, providing print vendors with print-ready PDF files.
• Design and complete layout in Adobe InDesign for all print marketing communication pieces for assigned classes, providing print vendors with print-ready PDF files.
• Supervise and train 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 the production cycle, incorporate address/status changes to the Report in all segments: the Records of the Class section, Geographical Index, Obituaries; relate address/status change information to other departments as necessary (Data Governance, Reunions, etc.).
• Review and edit copy for departmental and HAA-wide communications as needed.
• Manage the office’s general email inbox.
• Co-manage processing the office’s incoming mail and updating the participation database with mail and email participation.
• Co-manage answering the office’s telephone and handling general inquiries from alumni.
• Provide light administrative support to the associate director and senior associate director as needed.
• Update the office’s shared server and organization’s intranet site when appropriate with book information.
• Contribute to team effort by accomplishing related duties as required.
• Cover the HAA reception desk per the established rotation schedule when staff are working in the office.
• Provide occasional alumni events support on campus during nights and weekends as necessary, schedule-permitting.

Requirements

• Minimum of two years related editorial experience.
• Excellent attention to detail, verbal and written communication skills, and a strong command of grammar, punctuation, and spelling.
• Ability to own and manage complex projects independently.
• Occasionally work additional hours during peak periods.
• Strong computer skills with desktop publishing/design experience using Adobe InDesign and Acrobat, and Microsoft Word and Excel.
• Must be available to work certain events/campus activities, such as reunions each spring, and participate in department retreats on campus in Cambridge, MA.

Qualifications

• Bachelor's degree strongly preferred – ideally including coursework in English, journalism, publishing, or equivalent experience.
• Project management and research experience preferred.
• Exceptional English grammar, spelling, proofreading skills, accuracy, and organizational skills.
• Strong alumni-relations and customer-service 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.

Schedule

35 hours per week. This position has a hybrid work schedule and location, set by the department based on operational needs. When not working at a Harvard or Harvard-designated location, employees must work in a Harvard-registered state.

Benefits

• 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.