Operations and Event Logistics Coordinator

3 days ago

Cambridge, United States Harvard University Full time

Position Summary:


This is a non-benefitted, 90-day temporary backfill for a leave. To be formally considered, please email your cover letter and resume to hr@hds.harvard.edu.


The Harvard Divinity School (HDS) seeks a highly organized and detail-oriented Operations and Event Logistics Coordinator to join its Operations team. Reporting to the Director of Facilities and Operations, this position plays a critical role in supporting the daily operations of the physical campus and providing essential logistical support for events at HDS. This is a hybrid role, with an on-campus presence required for larger events that could take place during non-business hours. The Coordinator will work independently, performing a wide range of complex administrative and logistical tasks, focusing on providing valuable support rather than serving as the approver of event requests or the primary event planner, unless specifically requested by the Operations Department.


The Operations and Event Logistics Coordinator will work closely with departments across HDS, including the Communications Office, the Office of Academic Affairs (OAA), and the Events Committee, to ensure smooth logistics for events that align with HDS’s mission. The Coordinator will maintain oversight of high-demand spaces and provide essential support to event planners, facilitating successful events on campus. This individual will uphold Harvard’s standards for organization, efficiency, and positive communication in a dynamic environment.


Responsibilities include but are not limited to:


Operations

  • Manage invoice and billing processes for non-HDS use of campus space and for approved weekend events for HDS groups.
  • Oversee record-keeping, office occupant locations, key management software, new employee onboarding, parking coordination, and vendor coordination for security.
  • Provide support for C-Cure access control administration and act as secondary support to the Operations Building Services Coordinator. Provide access for new employees.
  • Maintain and update the HDS Operations/Facilities website, building email lists (CA Lists), and key management software.
  • Support space planning and leading moves, organizing both small and large-scale projects, setting project goals, tracking progress, and ensuring effective communication with relevant parties.
  • Work closely with the Custodial Supervisor and custodians to prepare spaces for classes, events, and gatherings as needed.


Event Logistics

  • Support logistical planning for a wide array of HDS events, including lectures, conferences, workshops, and student or faculty-sponsored events, by coordinating with various departments and service providers.
  • Enter school events into a master calendar, keeping it up to date and highlighting potential scheduling conflicts to the Events Committee.
  • Monitor reservations for high-demand spaces, including Cader Room, Braun, James Room, Commons, Chapels, and outdoor areas, and coordinate event requests with the Events Committee as needed.
  • Act as a liaison between event requestors and the Events Committee, facilitating the booking, approval, and confirmation process.
  • Serve as the primary contact within Facilities for event planners at HDS and be on-site for key events to ensure smooth operations.


Additional Responsibilities

  • Serve as the point of contact for event-related services, such as room setups, equipment rentals, catering, security, media services, parking, lockshop and day-of-event operations.
  • Communicate campus-wide policies and guidelines for space use and event services to internal and external inquiries.
  • Staff and assist with large campus events, coordinating additional resources as needed.


Basic Qualifications:

  • Minimum of 3 years of relevant administrative support experience, preferably in a facilities or operations department. Education beyond high school may count towards experience.
  • Proficiency in Microsoft Office.
  • Ability to work on campus on occasional evenings and weekends with advance notice.
  • Candidates wishing to be considered must supply a cover letter in addition to a resume.


Additional Qualifications:

  • College degree preferred.
  • Prior experience in an academic environment, particularly in event logistics.
  • Strong organizational and multitasking skills, with the ability to manage changing priorities and meet deadlines.
  • Detail-oriented with excellent interpersonal and communication skills, fostering effective collaboration with HDS departments and vendors.
  • Ability to work both independently and collaboratively in a team-based setting.

*IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT. Cover letters are required for every position at Harvard Divinity School. We regret that Harvard Divinity School does not provide Visa sponsorship.*


Work Format and Expectations:

This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm, though a flex and/or hybrid schedule, involving some remote work, may be possible, subject to business needs and manager and HR review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy. All remote work must be performed within one of the Harvard Registered Payroll States, which are currently Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Additional details will be discussed during the interview process.


Please Note:

  1. We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.
  2. Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
  3. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.


Additional Information:

Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.


Founded in 1816, Harvard Divinity School is the most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School’s degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.

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