Manuscript Editorial Assistant

Yale University; New Haven (CT); Hybrid; USD 37,000 - 51,000; Full time

Job summary

Yale University is seeking a detail-oriented editorial professional to handle manuscripts, editing, proofreading, and production support in a hybrid New Haven environment. You will coordinate with authors, printers, and internal departments to ensure timely completion of publishing materials.

The role emphasizes mastery of Word, Excel, and Acrobat, Track Changes, and Styles, with strong organizational and communication skills to manage multiple tasks and deadlines.

Qualifications

• BA/BS and two years of related experience in the same job family or in book publishing or related enterprise (magazine publishing, library, bookstore, newspaper, yearbook, public relations); or an equivalent combination of education and experience.
• Demonstrated editing and proofreading abilities with strong grammar and reading comprehension.
• Proficiency with Word, Excel, and Acrobat, including Track Changes and Styles.

Responsibilities

• Makes stylistic, structural, factual, and grammatical corrections.
• Writes copy for publication and distribution and prepares manuscripts for electronic editing.
• Keeps in contact with authors, printers, and staff; coordinates revisions and production schedules.
• Oversees layout work and ensures deadlines are met; assists with budgets and expenses.

Skills

Editing

Proofreading

Grammar knowledge

Reading comprehension

MS Word

MS Excel

Adobe Acrobat

Track Changes

Styles

Attention to detail

Multitasking

Organization

Communication

Education

BA/BS and two years of related experience

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Performs editorial and administrative functions, including the following:

• Prepares manuscripts for editing by putting them in the Yale University Press template, applying Microsoft Word Styles, and performing other file-prep functions.
• Acts as production editor for reprints, paperback conversions, backlist reissues, and co-publications published by Yale University Press. Edits cover/jacket and catalogue copy, prefaces, forewords, and other forms of copy, making stylistic, factual, and grammatical corrections and conferring with author and/or acquisitions editor when necessary.
• Proofreads cover and jacket mechanicals/proofs and typeset prefaces, forewords, and other editorial components. Performs preliminary checks of illustrations, captions, permissions, alt text, and art log for books entering editorial production to make sure they meet all requirements, conferring with the Design and Acquisitions Departments as necessary.
• Provides administrative and editorial assistance for the Manuscript Editorial Department.
• Works cooperatively with other departments, especially Acquisitions, Production, Design, and Promotions.
• This position will also require occasional packing/shipping of books.

Cover letter strongly preferred.

Required Skills And Abilities

• Demonstrated ability to edit and proofread; knowledge of grammar; advanced reading comprehension.
• Facility with Microsoft Windows, Word, and Excel and Adobe Acrobat, including knowledge of or a strong aptitude to learn to use the advanced features of these programs, such as Track Changes and Word Styles, and Acrobat markup tools.
• Meticulous attention to detail.
• Ability to multitask and prioritize effectively; ability to work under pressure and handle details with minimal supervision; excellent organizational and other administrative skills, such as digital file management, expense processing, and professional courtesy.
• Excellent communication skills; cooperative and collegial working style

Preferred Skills And Abilities

• Editorial experience, including familiarity with The Chicago Manual of Style and proofreader's marks. Advanced skill in MS Word, especially using Track Changes and Styles, and Adobe Acrobat markup tools. Familiarity with book publishing and book composition.
• Experience with CSS, tagging in XML and HTML, Adobe InDesign and InCopy, computer programming, or macro writing. Foreign language.

Principal Responsibilities

• Makes stylistic, structural, factual, and grammatical corrections. 2. Writes copy for publication and distribution. Composes other substantive correspondence and written material. 3. Maintains contact with authors, printers, faculty, staff, and others associated with publishing work. Confers with authors on content, form and style. 4. Recommends revisions to manuscripts and illustrations. Performs layout work. Tracks copy through editing and production stages. Coordinates production schedules and ensures that printing deadlines are met. 5. Prepares manuscripts for electronic editing; converts and codes text files. Oversees the preparation of materials for the budget. 6. Monitors expenditures and reconciles financial statements. Formats and maintains spreadsheets, databases, and other internal reports. Determines sources of data. 7. Compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports. 8. Formats, keyboards, proofreads, and edits correspondence, press releases, copy, manuscripts, reports, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates and signatures. Determines administrative, facility, and equipment needs for conferences and demonstrations. Assembles and arranges for necessary items. 9. Performs additional clerical functions incidental to office activities, including: greeting visitors, answering and screening phone calls, assessing nature of business, providing assistance, responding to requests for information, screening and responding to mail, coordinating travel arrangements, scheduling and coordinating meetings and appointments, ordering and maintaining inventory of supplies. 10. Oversees, instructs and coordinates the activities of support staff. Required Education and Experience BA/BS and two years of related experience in the same job family or in book publishing or related enterprise (magazine publishing, library, bookstore, newspaper, yearbook, public relations); or an equivalent combination of education and experience.

Job Posting Date

09/15/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.