Event and Administrative Coordinator

Job Summary

The Arts & Humanities Administrative Services Group provides support to departments and centers in the Arts & Humanities Division. This Event and Administrative Coordinator position blends financial, curricular, and administrative responsibilities with event planning to ensure the seamless operation and success of various departmental activities across the Arts & Humanities Division, including acting as delegate in Concur for faculty support.

This role reports directly to one of the two program managers and focuses primarily on event planning and logistics while handling financial obligations and providing additional administrative support. The Event Coordinator will work closely with faculty and department administrators to organize various events, such as academic conferences, public lectures, student performances, and department gatherings. This role also involves ensuring compliance with Harvard’s financial policies, processing events-related transactions, and occasionally assisting with other administrative tasks. The Event and Administrative Coordinator plans and coordinates events such as seminars, workshops, and departmental gatherings, from conception to execution. This position collaborates with faculty and staff to understand event objectives and requirements, ensuring successful outcomes. It sources and liaises with vendors and venues, manages budgets, coordinates logistics, and oversees event execution and post-event evaluations.

Auto req ID

67869BR

Job Code

403134 Coordinator I

Department Office Location

USA - MA - Cambridge

Business Title

Event and Administrative Coordinator

Sub-Unit

Arts and Humanities

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

Appropriate communication skills are required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Ability to interact respectfully with a wide range of internal and external constituents. Competency using a variety of computer software including Microsoft Office, Adobe, Open Scholar, Google, and willingness to learn new systems. Detail-oriented, able to establish priorities and work within time constraints.

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

Department

Arts and Humanities Administrative Services (AHAS)

Pre-Employment Screening

Credit, Criminal, Identity

Job Function

General Administration

Position Description

Event Planning

• Organize and manage all logistical aspects of events, such as venue booking, catering, audiovisual needs, travel arrangements, and registration.
• Act as the primary point of contact for event inquiries, coordinating with university departments, vendors, and stakeholders to ensure smooth event execution.
• Provide on-site support during events, overseeing setup, attendee needs, and post-event breakdown.
• Coordinate event publicity and outreach efforts in collaboration with communications teams.

Financial Responsibilities

• Manage event-related financial transactions, including setting up suppliers in Buy2Pay, processing invoices, Concur reimbursements, and non-employee reimbursements.
• Ensure compliance with Harvard University’s financial policies and maintain accurate budget tracking and reporting records.
• Provide financial support for faculty-led events, assisting with budget management and expense documents.

Other Duties as Needed

• Offer ad-hoc support for faculty projects, including administrative assistance.
• Assist with event planning needs specific to academic courses, such as guest lectures and student showcases.
• Serve as backup support for administrative tasks within FAS when short-term staffing needs arise.

School/Unit

Faculty of Arts and Sciences

EEO 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.

Physical Requirements

Some physical requirements are expected.

Working Conditions

This position follows a hybrid work schedule, requiring on-campus and remote work. Occasional evening and weekend hours may be required to support events and departmental needs.

Commitment to Equity, 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.

Benefits

We invite you to visit Harvard's Total Rewards website ( https://hr.harvard.edu/totalrewards ) 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.

Work Format

Hybrid (partially on-site, partially remote)

LinkedIn Recruiter Tag (for internal use only)



Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.