Editorial Assistant

16-Apr-2024

Harvard University Press

65497BR

Job Summary

Working within the Harvard University Press Acquisitions Department, the Editorial Assistant (EA) provides administrative support to designated Editors. The EA supports all phases of the editorial process, including peer review; manuscript/artwork; preparation of fact sheets and design briefs; database management; and administrative needs of the department.

Position Description

• Assists Editor with preparation of manuscript considerations packets for the Acquisitions Planner workflow.
• Assists Editor and Editorial Director with preparation for the monthly Syndics Meeting, Editorial Meeting, and Publishing Meeting, and the semi-annual Marketing Launch Meetings.
• May prepare Contract Request Forms.
• Assists Editor with entire peer review process.
• Assists Editor with preparation of fact sheets, design briefs, and solicits author questionnaires.
• May solicit advance endorsements for books. Coordinates with Editor and Editorial Director to finalize back ads order and other metadata, as needed.
• May proofread front matter, descriptive copy, and jacket mechanicals.
• Coordinates and monitors deadlines: collaborates with authors, translators, mapmakers, and illustrators to ensure that final manuscripts and artwork meet HUP’s requirements; provides Editorial Director, Editors, and other relevant colleagues in the Press with updates on project progress, expected dates, and manuscript elements.
• Tracks design elements and technical problems in manuscripts; works with authors, Acquisitions Editors, and relevant Press staff to eliminate problems to keep books on schedule.
• In collaboration with the Editor, prepares manuscript for timely and complete transmittal to the copyeditorial department (using HUP’s “turnover” memo) in accordance with internal guidelines.
• Drafts correspondence for Editor and Editorial Director as needed.
• Maintains book files; scans and saves material to servers; uses Biblio Publishing Management System and Digital Asset Management system to track seasonal lists.
• May assist with travel arrangements and processes travel expenses for Editors.
• May travel to scholarly conferences to assist Editor and Editorial Director.
• Performs clerical duties, including processing departmental forms, mailing, photocopying, faxing, paying bills, as needed.
• Assists members of the Acquisitions Department as needed in support of the department goals as determined by manager.

Basic Qualifications

A college degree is strongly preferred or an equivalent combination of education and experience.

Additional Qualifications and Skills

Must have demonstrated excellent written, verbal, and computer skills. Must be organized, accurate, detail-oriented, diplomatic, and familiar with the Microsoft suite of products. Related acquisitions editorial experience, some knowledge of the book publishing industry, or related media, familiarity with trade journals and newsletters, as well as social media, most frequently used by book publishers, and academic research skills a plus.

Competencies: Written and verbal communication skills; proficiency with common business software (Word, Excel, Planner, PowerPoint, Adobe, etc.), ability to set priorities, multitask, and work independently.

This position reports directly to the Editorial Director.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Communications

Department Office Location

USA - MA - Cambridge

Job Code

402029 Editorial Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Department

Harvard University Press

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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