Editorial Specialist

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.

• 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.
• Provid…