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Events and Services Coordinator

3 months ago

Cambridge, Massachusetts, United States Harvard University Full time
Harvard University

Position Title: Events and Services Coordinator

Req ID: 66499BR

School or Unit: University Administration

Description: Position Description

The duties and responsibilities of the Events and Services Coordinator center on planning and managing events and services of varying sizes and purposes at the Memorial Church, including high profile events, weekly services, and daily activities. This position reports to the Events and Operations Manager and works collaboratively and skillfully with diverse stakeholders - Memorial Church staff, Harvard Departments, and affiliates to the University.

The Event and Services Coordinator plays a pivotal role in helping the Memorial Church support and care for the wider Harvard community. A commitment to hospitality is key.

Position Responsibilities:
  • Collaborates with clergy and music department to prepare for weekly, monthly, and seasonal worship services.
  • Works with Memorial Church staff, student groups, campus partners, University affiliates, and external entities to prepare and plan for concerts, conferences, and events run by the Memorial Church.
  • Coordinates the logistics, preparation, and execution of services and assigned events to ensure everything runs smoothly and efficiently.
  • Purchases the necessary supplies and materials for events.
  • Arranges furnishings, decorations, and room layouts for events, meetings, rehearsals, and classrooms according to diagrams and instructions, and ensures proper resources are available.
  • Assists with audio, lighting, and video needs as agreed upon with contracted patrons.
  • Maintains communication with vendors, departments, sponsoring personnel, supporting staff, and attendees on the day of events.
  • Serves as day-of and on-site coordinator for events as assigned.
  • Possesses Harvard University Purchasing Card holder responsibilities.
  • Works with the Finance team and Events and Operations Manager to ensure adherence to the university's financial guidelines, policies, and procedures for events.
  • Keeps events within the allocated budget and monitors contracts with vendors such as catering companies, rental companies, and other services as assigned.
  • Maintains inventory of food and beverages and other supplies as needed.
  • Supports special projects as assigned.
  • Assist with any other general office needs and administrative tasks as required.
This is a two year term position with the possibility of renewal.

Basic Qualifications
  • Three years of related events experience. Education beyond high school may count toward experience.


Additional Qualifications and Skills
  • Excellent customer service and organizational skills with particular ability to
  • prioritize work in an environment with multiple and conflicting interests.
  • Proven project and/or program management skills.
  • Excellent interpersonal and communication skills.
  • Ability to work independently with minimal supervision.
  • Experience Microsoft Office applications.


Additional Information

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.

This is a two year term position with the possibility of renewal.

This position has a 90 day O&R period.

This position requires the ability to work flexible hours depending on the event schedule. Applicants must be able to work flexible hours week to week including evenings and weekends.

Benefits

We invite you to visit Harvard's Total Rewards website ) to learn more about our outstanding benefits package, which may include:
  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.


LinkedIn Recruiter Tag (for internal use only)

#LI-KP1

Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: General Administration

Work Format: On-Site

Sub Unit: Office of the President and Provost

Salary Grade: 054

Department: Memorial Church

Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: Wednesday - Saturday afternoons and evenings, Sunday morning and afternoon, Monday and Tuesday off.

Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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