Publicity Assistant

Harvard University; Massachusetts; Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision insurance

Tuition assistance

Job summary

Harvard University’s Central Administration is seeking a Publicity and Awards Coordinator to manage publicity plans, media outreach, and honor nominations. The role requires strong writing and organizational skills, plus experience with media databases and publishing systems.

The position offers hybrid work arrangements and a comprehensive benefits package. Candidates should have a college degree and at least three years of related experience, with proficiency in Microsoft Office and familiarity

Qualifications

• Three or more years of related experience; education beyond high school may count toward experience.
• Proven experience with Microsoft Office Suite.

Responsibilities

• Creates and implements publicity plans for seasonal lists and liaises with media outlets for time-sensitive stories.
• Manages print galleys, vendors, and mailing logistics for publicity.
• Maintains publicity contacts database and drafts weekly publicity newsletters.
• Responds to inquiries and fulfills review copy requests via warehouse and distributes material.
• Handles invoices, cost assignment, and record keeping in the publishing management system.
• Oversees awards nominations and corresponding communications and deadlines.
• Participates in awards record-keeping and reporting.
• Work Schedule: Monday-Friday, hybrid.

Skills

Microsoft Office Suite

Education

College degree

Tools

Concur

SharePoint

Cision

Publishing management system

Job description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job-Specific Responsibilities:

Publicity (75%)

• Creates and implements publicity plans for seasonal lists of facing page libraries and distributed books. Independently creates review lists using as reference standard lists; handles review copy requests and media inquiries; creates press materials to pitch assigned titles to a wide variety of media outlets - print, radio, broadcast/podcast - for time-sensitive stories.
• Assembles and orders print galleys - includes working with outside vendors and coordinating orders among various departments in-house. Handles mailing of galleys and finished books to media as needed.
• Maintains and improves department database of review contacts and review lists. Produces seasonal list letter for media e‑mail blast; manages list and deployment via Cision.
• Creates and circulates weekly publicity newsletter.
• Manages publicity department email inbox: responds to inquiries, fulfills review copy requests via warehouse, refers inquiries to individual publicists when necessary. Maintains departmental inventory of galleys and finished books.
• Reads, excerpts, and posts review quotes from all media into publishing management system for use on paperback covers, HUP website, partner sites, advertising, and promotion. Shares review quotes with Director of Marketing for approval prior to weekly circulation via hup‑mktnews email list.
• Responsible for payment of invoices, including processing (with accounting) and cost assignment and record keeping in publishing management system.
• Manages departmental subscriptions, assists with other tasks as assigned.

Awards (25%)

• Collate awards requests from author questionnaires to include on monthly nomination lists. Consult with Editorial Director if any prize should not be included.
• Using previously established SharePoint files, share all possible awards for each month with Editorial Director who eliminates irrelevant awards before the list is circulated to the entire department.
• Send SharePoint link to all AEs and EAs, who then go to SharePoint and add their suggested nominations by established monthly deadlines.
• Keep Biblio updated: enter awards information and guidelines in the awards database in Biblio. Keep Biblio updated with nominated titles and title status for each award entered.
• Read all award eligibility guidelines and deadlines and keep track of them.
• Order required number of books to be sent to awards committee members. Where applicable, provide protected digital book files through SharePoint.
• Submit check requests for awards entry fees using P Card and report on Concur. All Concur expense reports to be approved by Director of Marketing. Ask for approval in advance for unusually high nomination fees.
• Write nomination letters based on descriptive copy and seek approval from relevant AE or Editorial Director before sending the letters out. AEs may also write their own nomination letters.
• Seek approval from Editorial Director for high-profile awards, awards with nomination limits, and awards with high fees. (NB: These high-profile awards are tracked in advance by Editorial Director.)
• When an HUP book wins an award, update Biblio, and send a HUPall (email used for office-wide communication). Keep record of, and communicate with relevant colleagues, all embargoed information.
• Answer awards-related correspondence from author, keeping AEs and Editorial Director looped in, as necessary.

Work Schedule: Monday-Friday, hybrid.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Three or more years of related experience; education beyond high school may count toward experience.
• Demonstrated experience with Microsoft Office Suite

Additional Qualifications and Skills:

College degree strongly preferred. Excellent interpersonal, written, and verbal communication skills required. Ability to work quickly and accurately on detailed projects in a fast-paced setting with a concern for meeting deadlines.

• Standard Hours/Schedule: 35 hours per week, Monday through Friday
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings:Identity
• Other Information:
  • This position will have a 3-month orientation and review period.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.