Production Coordinator at Harvard University in Boston, Massachusetts

Posted in Manufacturing 10 days ago.

Job Description:

Harvard University

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.

Production Coordinator
Harvard Medical School

Job-Specific Responsibilities
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 Creative 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 digital and print communications and marketing in support of fundraising and engagement goals.

Production: The Production Coordinator will assist team members in creating production schedules, routing assigned projects for approvals, and ensuring that projects remain on schedule. 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 have the opportunity to expand their writing or design contributions based on interest and skill set. Participate actively in strategy and planning for communications projects and manage several 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.

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. Serve as the point person for the team's project management tool, including implementing best practices, monitoring use, and assisting team members in populating projects and tasks. 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, taking meeting notes, circulating action items to AAD colleagues, overseeing updates to the AAD donor newsletter (Pulse) distribution lists, and populating Pulse's comprehensive story list with donor and qualifying gift data for each issue. Submit mailing list requests as needed. In addition, the Production Coordinator will maintain an electronic and physical 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-establish relationships with customer service representatives, communicate initial project specs, gather estimates, upload design files, receive and review proofs, communicate edits, and provide final approval. In addition, this position will coordinate Gift Planning advertising opportunities-researching new channels, obtaining and negotiating price quotes, securing final contracts, and communicating ad specs and deadlines to the Creative Director. Design: Update Adobe InDesign files and prepare print-ready PDFs for business cards, notecards, and stationery. Assist with the layout and design of select projects, including branded PowerPoint slides and media for virtual and in-person events. Maintain and update an electronic library of branded templates for office-wide use and create new temples as needed. Help monitor and maintain HMS brand standards both internally and externally.

Basic Qualifications
Five or more years of related experience; education beyond high school may count toward experience.

Additional Qualifications and Skills

- College degree strongly preferred, or an equivalent of education plus relevant business experience.
- Background in marketing, communications, or graphic design preferred
- Experience with Adobe InDesign and Adobe Acrobat; knowledge of Adobe Photoshop, Illustrator,, or other project management tools 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

Job Function
Alumni Affairs and Development, Communications, General Administration

Sub Unit

USA - MA - Boston

Alumni Affairs and Development

Time Status

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

35 hours/week | Monday-Friday | 9:00am to 5:00pmPI154999727
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