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Events Coordinator

Employer
Harvard University, Faculty of Arts & Sciences
Location
Massachusetts, United States
Salary
Salary Not Specified
Posted Date
Apr 22, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Public Relations & Marketing (Campus), Alumni Affairs, Conference & Special Event Administration
Employment Type
Full Time
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Job Summary

The Events Coordinator will provide administrative, logistical, and creative support for the Department’s wide range of events including academic conferences, workshops, meetings and seminars; staff seminars; multi- day retreats; chalk-talks; symposia, and other department-wide social events.

Auto req ID

57860BR

Job Code

403040 Coordinator II

Location

USA - MA - Cambridge

Business Title

Events Coordinator

Sub-Unit

------------

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Minimum five years of progressive events management experience

Additional Qualifications and Skills
  • Bachelor's degree or relevant coursework in Hospitality Management
  • Excellent organizational skills, attention to detail, and the ability to work independently as well as part of a team
  • Advanced computer skills with proven and extensive ability in MS Office Suite; web page design; experience with Adobe applications including InDesign
  • Demonstrated project management, negotiation, interpersonal, and written & verbal communication skills
  • Proven ability in budget design and adherence, as well as understanding of financial policy and transactions
  • A strong commitment to customer support and experience coordinating in an academic environment working with faculty
Additional Information

In order to be considered for this position, a cover letter and resume must be submitted.

MCB recognizes that the work of equity is always ongoing, and that there will always be room for improvement. We are looking for people to join our community who want to be part of that effort. We value the fundamental importance of a diverse community where everyone, regardless of background, ability, or identity, is appreciated for being themselves.

All formal written offers will be made by FAS HR.

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.

Department

Molecular and Cellular Biology

Pre-Employment Screening

Identity

Schedule

35 hours per week

Job Function

General Administration

Position Description

The Events Coordinator's main responsibilities will be to provide logistical support for all department events and program events. Specific duties include:
  • Works with executive staff and faculty across MCB to plan engaging, timely events for the community
  • Logistical responsibilities include communications and public relations; event promotion and marketing; speaker invitations, agreements, schedules, preparation of conference packets and materials, accommodations, transportation, catering, audio-visual requirements, and travel reimbursement.
  • Contract negotiations with hotels, caterers, and other vendors.
  • Liaise with speakers, faculty, departmental, university and external contacts.
  • Responsible for budget oversight, development and monitoring of restricted seminar funds; processing reimbursements, honoraria and payment of vendor invoices.
  • Responsible for logistical coordination of Thursday Seminar Series as well as other named department lectures, seminars, and events.
  • Collaborates closely with the Graduate Program Administrator on the MCO Graduate Program-related events, working with event volunteers and student workers.
  • Coordinates activities with University Development Office as needed.
  • Serves as principal administrative resource and contact on events.
  • Staffs the Seminars and Scientific Retreat Committee: participates in discussion of ideas; collaborates with FAS science departments on cross-departmental seminar series.
  • Manages virtual events (Zoom setup, behind-the-scenes help, Q&A management).
  • Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops.
  • Some evening and weekend work will be required, as dictated by the events schedule.
  • Oversees or contributes to special projects as required in coordination with the executive staff.
  • Performs other related duties as required.
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.

Working Conditions

This position does not offer hybrid remote/in person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

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.

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