Program and Administrative Coordinator, Office for the Arts Dance Program

26-Sep-2024

Program and Administrative Coordinator, Office for the Arts Dance Program

Faculty of Arts and Sciences

66873BR

Job Summary

The Program and Administrative Coordinator, OFA dance is a 4 day per week, seasonal, term appointment and reports to the Manager of College Dance, OFA Dance Program a variety of administrative and support duties for the OFA Dance program.  The OFA Dance Program's mission is to promote dance as a way of knowing, understanding, and inquiring, and as an integral part of culture. It aims to advance dance literacy; create transformative dance experiences; and cultivate citizen-artist leaders, in beloved community, for a more just and promising world.

Position Description

Finance and Administration Coordination: (30%)

• Track expenses with weekly and monthly line-item budgets (including payroll, fringe, class host hours, bank fees, Touchnet credit card fees, phone, copier fees, and all other purchases and payments.)
• Process payments and purchases (e.g. visiting artist fees; external substitute teacher fees; accessibility services; photographers; etc.); request vendor/supplier set-up through Buy2Pay.
• Work closely with the Manager to insure accurate coding.
• Assist the Manager with Concur reports.
• Submit monthly payroll for teaching artists & accompanists; submit payroll for Production Manager
• Assist the Manager with budget forecasting.
• Assist with purchases of office supplies, food; equipment; etc.
• Work with OFA administrative group tracks income and expense reporting.
• Support organizational systems and filing

Non-Credit Class Coordination: (30%)

• Support the administrative, logistical, and operational processes for the non-credit community classes including:
  • Draft and send artist agreements in consultation with the manager
  • Support the onboarding of teaching artists & accompanists (HarvardKey; Peoplesoft; Title IX trainings; etc.)
  • Work with the Manager on class scheduling and reserving studios
  • Coordinate and track substitutes or make-up classes
  • Working with OFA/HUIT IT team maintain data on classes registration system
  • Supporting the hiring, onboarding, and training of student class hosts
  • Collect tuition assistance (TAP) forms and work with benefits office for reimbursements
  • Field customer service inquiries (issuing refunds, discounts, swapping classes, answering questions about classes and registration) and communicate with class enrollees about class relocations, holidays, make-up classes, etc.

Programmatic Support (20%)

• Field and respond to the general Dance Program email in a timely manner.
• Supports administrative duties related to residences and special programing including:
  • Preparing and processing artist contracts, in consultation with the Manager
  • Arranging travel, accommodations and itineraries for visiting artists
  • Tracking registration and RSVP’s
  • Preparing manuals and checklists for residencies
  • Arranging access services
  • Schedule and reserve studios/spaces
  • Setting-up, front-of-house, documentation, food coordination, etc.

• Coordinate all studio reservations for the OFA 74 Mt. Auburn studio in accordance with the guidelines; support updating and disseminating of studio guidelines in consultation with the Manager and in collaboration with TDM staff.
• Support management and organization of the student-led dance group costume closet.
• Performs related duties as required.

Communications Support 20%

• Assist with design and implementation of digital and print materials including e-blasts, flyers, posters, and Instagram images, with accessibility best practices.
• Assist with outreach including: calendar, email, social media, and website updates.
• Assist with maintaining the OFA Dance Program presence in common spaces at Harvard Dance Center in collaboration with Manager and TDM staff at Harvard Dance Center.

Basic Qualifications

• Three years related experience in administration required.
• Experience using MS Office Suite: word processing, spreadsheets, and databases.

Additional Qualifications and Skills

• Knowledge and appreciation of dance preferred.
• Business training beyond high school or college background preferred.
• Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.
• Exceptional writing and verbal communications skills.
• Arts and/or higher education background, with an emphasis on arts programming.
• Experience with financial administration. Knowledge of Harvard systems helpful.
• Ability to work independently with minimal supervision.
• Competency with a variety of software including Mailchimp, Eventbrite, HTML, Dreamweaver, OpenScholar, ASAP Connect (for programming registration and ticketing).

Working Conditions

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.

Additional Information

The Office for the Arts (OFA) at Harvard supports student engagement in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student artmaking across all disciplines and abilities, connects students to accomplished artists, and creates inclusive communities that celebrate the rich diversity of Harvard College. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life. 

The OFA is dedicated to building a diverse community committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply.

All formal written offers will be made by FAS HR.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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

403134 Coordinator I

Work Format

On-Site

Sub-Unit

College

Salary Grade

054

Department

Office for the Arts, Harvard

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Part-time

Appointment End Date

30-Jun-2025

Pre-Employment Screening

Identity

Schedule

• Tuesday-Friday 9:00pm-5:00pm
• Including some evening and weekend shifts as needed in keeping with student’s extra- curricular schedules.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-MT2