The Production Coordinator is a detail-oriented and deadline-driven individual who will oversee the production, scheduling, approvals, printing, mailing, and archiving of print projects for the Office of Alumni Affairs and Development Office (AAD) at Harvard Medical School. Reporting to and working in collaboration with the Associate Design Director, the Production Coordinator will be an integral member of a tight-knit and enthusiastic seven-person Development Communications team that works to ensure the successful production of email and print communication pieces in support of fundraising and alumni engagement goals.
Production: Participate actively in strategy and planning for communication projects and manage several communication projects independently, including updating and ordering business cards and notecards, creating staff email signatures, monitoring the office stationery supply, preparing stationery design files and placing orders accordingly. The Production Coordinator will assist team members in the creation of production schedules and approval folders, route projects for approvals, and ensure that projects remain on schedule. The incumbent will assist in reviewing proofs and live samples from printers and mail houses, serve as the primary liaison with printers for select direct mail pieces and postcards, and have the opportunity to expand their writing or design contributions based on interest and skill set.
Project Management: Manage the office-wide AAD communications timeline of all email and snail mail pieces—soliciting weekly updates from staff, troubleshooting conflicting mail dates, and minimizing audience overlap. The incumbent will coordinate the editing, approval, and production of the biannual Board of Fellows meeting books, and assist colleagues in the editing and production of biannual Advisory Council meeting books.
Administrative: Support the Development Communications team by processing invoices, reconciling purchasing card transactions, creating meeting agendas, taking meeting notes, circulating action items to AAD colleagues, overseeing updates to the AAD donor newsletter (Pulse) distribution lists, and submitting mailing list requests as needed. In addition, the incumbent will maintain an archive of all project folders and samples, distribute publications to AAD staff, maintain the Development Communications publication library, and take on other projects as assigned.
Vendor Relationships: Liaise with printers and mail houses to coordinate select direct mail pieces and postcards—establish relationships with customer service representatives, communicate initial project specs, upload design files, receive and review proofs, communicate edits, and provide final approval. In addition, the incumbent will oversee Gift Planning advertising opportunities—researching new channels, obtaining and negotiating price quotes, securing final contracts, and communicating ad specs and deadlines to the Associate Design Director.
Design: Update Adobe InDesign files and prepare print-ready PDFs for business cards, notecards, and stationery. Maintain and update an electronic library of branded templates for office-wide use and create new temples as needed. Assist with the layout and design of select projects. Help monitor and maintain HMS brand standards both internally and externally.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Five or more years of related experience; education beyond high school may count toward experience.
College degree strongly preferred
Background in marketing, communications, or graphic design preferred
Experience with Adobe InDesign and Adobe Acrobat; knowledge of Adobe Photoshop and Illustrator a plus
Excellent project and time management skills with proven ability to work on multiple tasks simultaneously with changing deadlines and shifting priorities
Exceptional organizational skills and attention to detail
Excellent interpersonal and communication skills
Ability to work independently with minimal supervision and as part of a team is critical
Strong track record of working collaboratively across teams and with external vendors
Confidence and willingness to hold colleagues accountable to project deadlines
Demonstrated command of editorial, grammatical, and writing skills; experience with AP style guidelines a plus
Proficiency in Microsoft Word, Excel, PowerPoint, Acrobat, and general database management software
Experience working with printers, mail houses, and mailing lists preferred
Familiarity with (or affinity for learning) file preparation for both digital and offset printing, paper stocks, and branding guidelines
Creative thinker who is open to new ideas and has a positive, can-do attitude
Integrity, high standards, and a commitment to excellence
Eagerness to learn and potential interest in expanding design and/or writing skills
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 49691BR
About Harvard University Medical School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.