Studio Coordinator

11-Mar-2025

Studio Coordinator

Harvard University Press

68008BR

Job Summary

Harvard University Press (HUP), one of the world’s leading academic publishers, is seeking a Studio Coordinator
to join our design department. This is an exciting opportunity for someone passionate about books, design, and
the publishing industry. In this role, you will manage schedules, and contracts, and ensure the team meets deadlines
and quality standards.


JOB SUMMARY
The Studio Coordinator will oversee and coordinate the interior and jacket/cover design workflows for all titles in collaboration with the Creative Director. This role ensures the efficient execution of design projects, from initial concept to final delivery, while managing external designers, interdepartmental communication, contracts, schedules, and budgets.

Position Description

• Design Workflow Management
• Assign Design Tasks: Collaborate with the Creative Director to allocate interior and jacket/cover design assignments for each season, managing a rotating roster of approximately 6 external designers.
• Project Scheduling & Contracts: Develop and maintain project timelines, draft designer contracts, and coordinate contract execution through university HR. Ensure adherence to invoicing and confidentiality guidelines, and resolve any payment processing issues.
• Material Coordination: Facilitate the transfer of project materials between Editorial and external designers. Gather supplementary materials and ensure the timely receipt of all necessary assets, maintaining alignment with editorial, design, and production timelines.
• Liaison Role: Act as the key point of contact between the Creative Director, external designers, and internal teams, ensuring clear communication and timely project updates. Track project progress from concept through to final approval.
• Post-Release Revisions: Oversee any necessary post-release design revisions. In cases of resource shortages, manage or directly contribute to design work as needed.
• Technical Oversight: Ensure the technical quality and functionality of all design assets. Research and license fonts, imagery, and other materials, ensuring they meet project specifications. Maintain legal and financial documentation for auditing and departmental access.
• Assist with Budget Management: Monitor and control project expenses, ensuring adherence to project budgets. Keep financial documentation updated and compliant with internal accounting standards.
• Schedule Management: Keep department schedules updated and accurate across platforms. Implement contingency plans to mitigate potential production delays.
• Production Specifications & Communication: Maintain detailed production specifications and communicate regularly with the production department to ensure smooth coordination of materials, schedules, and special project needs.
• Design Template Management
• Curate and update the design template library, in collaboration with the Creative Director and design team, ensuring it remains current and aligned with project needs.
• Handle freelancer contracts and payments, and the day to day running of the design department—keeping jackets and interiors on schedule.
• Assist the Creative Director with administrative tasks to optimize workflow and communication within the department.
• Serve as a resource for design department inquiries, providing support for ad hoc tasks and ensuring efficient operation of daily functions.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

• A minimum of 5 years in design and/or publishing
• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat)

Additional Qualifications and Skills

• Proficiency in Microsoft Office: Excel, Word
• Excellent written, editing, and presentation skills
• Able to manage and work collaboratively in a fluid environment under pressure and tight deadlines
• Impeccable organizational and time management skills
• Overall familiarity with graphic design, editorial processes, and design software
• An understanding of how typography and image come together, as well as an eagerness to learn.
• Proactive in looking for fresh design solutions
• Strong communication skills with department and liaising with colleagues in different teams
• Flexible, highly driven, self-motivated, punctual, and solutions-oriented problem solver

Additional Information

This position has a 3-month orientation and review period.

Harvard University does not provide visa sponsorship.

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.

About Us

About Harvard University Press:
Founded in 1913, Harvard University Press is renowned for publishing influential works of scholarship, including titles by authors like Carol Gilligan, Stephen Jay Gould, Toni Morrison, and Thomas Piketty. We bring groundbreaking ideas to both academic and general audiences and are committed to preserving intellectual traditions through works like our Loeb Classical Library.

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

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

HUP

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Part-time

Pre-Employment Screening

Identity

Schedule

Part-Time. Monday through Friday. 17.5 hours per week.

Commitment to Equity, Inclusion, and Belonging

Harvard University views equity, 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 this excellence 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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