Coordinator, AA&D Events

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association (HAA), and AA&D Administration.

Job Description

Job Summary:

As a member of the Alumni Affairs and Development Events team, this full-time, overtime eligible position reports to the Deputy Director, Events. The Events Coordinator is responsible for creating and managing event databases, tracking invitee responses, event production, event execution, training new hires, and projects as required. In addition to technical support and database management, this role may be responsible for the coordination of select small events that are internal or external to the organization. The Events Coordinator may be tasked with event research projects, shadowing event leads, and other tasks as assigned. 

Job-Specific Responsibilities:

• Create and maintain FileMaker Pro database of event invitees, the main event tracking tool. Significant amount of computer work, downloading invitation pools, creating tracking systems for each event, recording responses, creating reports that include all results, and data entry of incoming responses.
• Coordinate all assigned event mailings including save-the-date, invitation and confirmation mailings. 
• Communicate with guests by phone, in writing, and at events. 
• Design and produce reports and production materials (name tags, seating tags, place cards, tent cards, etc.). Includes proofing of event materials for all department events. 
• Responds to questions from staff, faculty, vendors, and guests. 
• Manage Perfect Table seating databases. 
• Regularly attend internal training for event platforms and systems. Oversee and help develop the training of new Coordinators and Staff Assistants, including creating and maintaining training documents.
• Provide research and support to Event leads, such as briefings or projects as needed.
• May be asked to lead select small events or take on areas of larger events, which could require negotiation with vendors in a professional and informed manner, organizing logistical needs, creating timelines, maintaining budgets, recruiting and assigning staff for execution of event.
• Assigned department specific projects including developing organization systems and department statistical reports. 
• Tactful judgement, forward thinking, resourcefulness, and proactivity are all necessary. Ability to always handle confidential information. 

Physical Requirements:

• Job requires standing for long periods of time and the ability to lift and carry heavy objects.

Qualifications

Basic Qualifications:

• Must have a minimum of two years of experience in planning and coordinating meetings and events or transferable experience.
• Must have working proficiency in Microsoft Excel, Word and Outlook software with technological adeptness for other platforms.
• Overtime required (can be significant during peak periods) including evenings and weekends.
• Job requires standing for long periods of time and the ability to lift and carry heavy objects.
• May travel in order to staff events. 
• You will be expected to work certain events, such as reunions each Spring, be in the office frequently for event production and participate in department retreats that take place on campus in Cambridge, MA.

Additional Qualifications and Skills:

• BA/BS degree from an accredited university preferred; two or more years related office experience, preferably in an academic environment.
• Must be highly organized, detail-oriented, and have strong interpersonal and tactful communication skills. Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors. Works well on a large team.
• Must be flexible and possess the ability to handle multiple tasks accurately under multiple and competing deadlines. Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion. 
• Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual. Should have ability to think strategically and conceptually, and display sound judgment. 
• Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is essential. Intermediate/advanced Filemaker Pro skills a plus. Intermediate/advanced Zoom meeting and webinar skills a plus.   
• Aptitude for technology and willingness to embrace different technology platforms
• Must be energetic, motivated to learn, and open to change.
• Excellent speaking, writing, and client service skills required. Professional phone etiquette required. 

Additional Information

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Orientation and Review Period: 3 months
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Please include a cover letter with your application

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.