Publications Coordinator

About the Role

The Publications Coordinator helps the Publications Department create books and catalogues that document The Huntington’s exhibitions and collections. Reporting to the Manager of Book Publishing and working closely with the volume editors on each book project, the Coordinator assists the Manager of Book Publishing with assembling content for the books, including obtaining images, securing the permission to reproduce them, and coordinating and tracking author manuscripts. The Coordinator also makes sure that manuscripts move efficiently and accurately through the stages of copyediting, design, print, and distribution. They will also serve as publication coordinator for a companion volume to The Huntington’s exhibitions and programming for the occasion of the United States’s semi-quincentennial in 2026.

S/he/they demonstrates a background of working directly with people from diverse racial, ethnic, geographic and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

This is a limited-term position expected to last through approximately January 2026.

Essential Duties

• Tracks and updates book production schedule
• Gets cost estimates, processes invoices in Workday
• Coordinates among authors, volume editors, and publishing partner throughout the entire process: organizes manuscript and image submission; circulates design presentations, layouts, text proofs, and color proofs
• Procures and organizes high-resolution images and captions
• Coordinates photography of non-Huntington objects
• Secures rights and reproduction permissions for images and artwork, maintains related spreadsheets and paperwork, and processes invoices
• Drafts captions, image credits, and alt text
• Fields image questions from colleagues in other departments
• Proofreads captions and credit lines
• Delivers finished books to museum store
• Distributes in-house, author, and donor copies, ships R&R copies to rightsholders
• Uploads book files into database at end of project
• Files copyright registration
• May perform other related duties as assigned

Candidate Requirements and Experience

Knowledge, skills, and abilities:

• Minimum of a bachelor’s degree in art, art history, museum studies, English, American studies, or a related field highly preferred.
• Excellent communication skills, including writing, editing, and proofreading; ability to compose routine business correspondence with correct grammar, spelling, punctuation, and tone
• Highly organized, efficient, and attentive to detail, with excellent follow-up skills
• Self-starting, resourceful, proactive, and motivated in performing and excelling in responsibilities
• Strong computer skills and ability to learn new systems quickly. Proficiency with Microsoft Office products required, including Word, Excel, and SharePoint. Familiarity with digital platforms such as Zoom and/or a digital asset management system a plus.

Preferred:

• Two or more years of experience working for a museum, art gallery, or book publisher
• Can set priorities, solve problems, and monitor multiple overlapping schedules in a dynamic workflow
• Demonstrates tact, diplomacy, teamwork, and can collaborate positively with people with different personalities and working styles
• Familiarity with the Chicago Manual of Style and how to use editorial style sheets
• Experience with writing alt text to describe images to people who use screen readers
• Experience with ingesting images and metadata into a digital asset management system
• Experience with processing invoices
• Experience with project management

Working Conditions  

• Indoor office setting, frequent sitting
• Frequent use of office equipment, including computer, keyboard, and mouse

The Application Process 

Visit us at https://huntington.org/careers to apply directly. 

Please submit a cover letter and CV/resume as a single PDF attachment. 

You will have the opportunity to submit additional documents on the “My Experience” section of the application.