General Summary / Overview Statement
The Writer/Editor works with the Faculty Services Office team, individual faculty members, division administrative contacts, division administrators, and division chiefs to prepare term appointment / promotion documents (CVs, annotated bibliographies, and appointment request letters) that meet the Department of Medicine (DOM) and Harvard Medical School (HMS) standards. S/he also participates in CV teaching sessions for both faculty members and administrative personnel. The Writer/Editor will also have opportunities for editorial contributions to special department projects such as the DOM Annual Report. Exemplary research, writing and communication skills; a broad understanding of medical and scientific terminology; a strong grasp of academic standards and conventions; an ability to manage multiple projects and deadlines; and keen attention to detail are required, along with a high degree of professionalism.
Principal Duties and Responsibilities
1. Writes and/or edits promotion packets (CV, templates/letters, annotated bibliographies, synopses) to the standards of the Department Chairman, Promotions Committee Chair, and HMS. Works with faculty members and their assistants to ensure that content and format are correct and concise. Responsible for continuity in all documents. Reviews all solicited faculty referee letters to provide overall summary of content, earmarking any negative content.
2. Provides detailed review of faculty CVs for content and conformity with HMS policies and format. Instructs individual faculty members and administrative staff on specific recommendations and details. This activity includes multiple rounds of thorough editing in hard copy and electronically. Makes recommendations to faculty members to ensure that the edited CV fully reflects their accomplishments.
3. Participates in face-to-face faculty CV workshops, offering detailed feedback on pre-circulated CVs for conformity with HMS format and advising individual faculty on revisions to accurately reflect their accomplishments in alignment with HMS promotion criteria.
4. Performs research of internet sources, including Google, PubMed, Harvard Catalyst, and other resources to collect publicly available information and cross-reference with the entries on promotion materials. Obtains information on hospital and HMS appointment history. Identifies discrepancies to be addressed.
5. Works with fellow Writer/Editor and Senior Manager of Faculty Affairs to develop and deliver education and training programs related to the preparation of promotion materials and geared to faculty members and division administrative contacts. Helps to create and edit presentations, outlines, and models of documents and to distribute in-person, online, and through a shared drive for use by Faculty Services Office staff and division contacts. These instructional materials address specific aspects of CVs, promotion letters, and other items.
6. Seeks consultation from HMS Office for Faculty Affairs on various CV issues (e.g., speakers bureaus, clinical trial steering committees, professional society sub-entries) and posts e-mailed responses on shared-drive for education of other Faculty Services Office staff and for use when editing promotion documents and explaining those editorial decisions to faculty and division promotion contacts.
7. Works on special projects for the DOM to offer editorial contributions to special department projects (e.g. Annual Report) that draw on their knowledge about divisions and the department.
8. Meets with fellow Writer/Editor and Manager bi-weekly to review issues/status updates. Uses reports and meetings to help establish priorities and ensure that time-sensitive project deadlines are met.
9. Participates in Department of Medicine Promotions Committee meetings, to include taking minutes for use in identifying strengths and weaknesses in cases for purposes of drafting promotion nomination letters.
10. Other special duties as assigned.
- Bachelors degree required, masters degree preferred. At least 3 years of experience in writing and editorial work, preferably in academic and/or medical environment.
- Keen ability to absorb, organize and translate complex clinical and research information for a general academic audience. A thorough understanding of medical terminology and life sciences as well as academic standards and conventions is required.
- Proven outstanding written and communication skills in a project management setting. Experience working with confidential materials and advising high-achieving faculty members is preferred.
- Demonstrated ability to work in a high-volume environment to strike an effective balance in executing high-quality work while consistently meeting time-sensitive deadlines. Willingness and ability to work on special department-level projects that involve contributing editorial expertise. Interest in working as part of a small team within a large and complex department.
- Effective presentation skills in a group and one-on-one setting, with an emphasis on education and training
- Commitment to ongoing performance improvement and professional development. This includes attending specific events related to the job responsibilities, such as promotion talks offered by the HMS Office for Faculty Affairs, as well as being able to learn about the full breadth of clinical, research, and educational activities in the department.