Events and Outreach Coordinator

14-Oct-2024

Events and Outreach Coordinator

Faculty of Arts and Sciences

66991BR

Job Summary

Reporting to the Administrative Director, the Events and Outreach Coordinator is responsible for managing the multifaceted logistical coordination for dozens of public and internal events, including but not limited to dinners, receptions, symposia, and retreats. The Events and Outreach Coordinator will help the Faculty of Arts and Sciences (FAS) Dean’s Office to cultivate strong relationships with members of the FAS Faculty and the broader FAS community and to develop, implement, and assess a range of community and public programs associated with priorities of the FAS Dean.

The successful candidate will possess:

• Demonstrated experience planning and coordinating events of varying sizes, audiences, and format.

• Prior experience working in academia, politics, government, or public service.

• The ability to establish professional relationships with colleagues and external stakeholders across all levels of seniority with diplomacy, poise, and tact.

• Motivation, resourcefulness, and initiative, the ability to meet deadlines, and track multiple projects and deliverables.

• A problem-solving, creative, and can-do mindset.

• The ability to adeptly communicate with and provide exceptional customer service to a broad range of FAS and University stakeholders including FAS leadership, faculty, students, staff and distinguished guests.

The Events and Outreach Coordinator must be able to work a variable schedule that may include overtime. This position will staff events, some of which occur in the mornings, evenings, and infrequent weekend events during the academic year.

Position Description

Working closely with the Administrative Director and the Deputy Chief of Staff, the Events and Outreach Coordinator's responsibilities will primarily fall into two categories:

Event Management

• Building and extending invitations and guest lists.
• Assisting senior staff in the event planning process to integrate logistical management with program development.
• Preparing written briefings for invited guests and being responsible for follow-up.
• Managing travel, accommodations, and other correspondence with FAS guests.
• Drafting staffing plan and working closely with FAS Dean’s Office senior staff to oversee the events, including set up & clean up.
• Coordinating with facilities, media services, photographers, and other vendors.
• Ordering catering, preparing signage, and name tents.
• Processing reimbursements, database management and upkeep of all guests.

Outreach and Audience Management

• Maintaining and refining an outreach and audience management system.
• Monitoring and updating existing contacts and listservs.
• Coordinating audience-building efforts among various programs.
• Researching and identifying new audiences.
• Developing and tracking analytics.
• Other duties as assigned.

Basic Qualifications

Minimum of 5 years of event management experience is required; education may count toward experience.

Additional Qualifications and Skills

If you have some, but not all of the following, we encourage you to apply; we value employees with a willingness to learn:

• Bachelor's degree is helpful.

• Prior event planning, program management, and communications experience strongly preferred.

• Prior experience working in a nonprofit or academic setting preferred.

• Superior organizational skills and demonstrated ability to work independently, handle multiple tasks simultaneously, and attention to detail.

• Candidate should have strong skills in written and oral communication, research, and proofreading.

• Sound judgment, a high level of discretion, and the ability to manage confidential information.

Working Conditions

Work is performed in an office environment.

Additional Information

We regret that we are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources.
 

Work Format Details

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and researchers. The position is required to work in-person on campus a minimum of two days per week during the academic year. Specific days and schedule will be determined between you and your manager and based on the events schedule.

Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

The Faculty of Arts and Sciences is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 30 centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Dean

Salary Grade

055

Department

FAS Dean's Office

Union

99 - Non-Union, Confidential Non-Ex

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

M-F 9-5; 35 hours per week

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.

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.

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