Programs and Events Administrator

25-Oct-2024

Programs and Events Administrator

Faculty of Arts and Sciences

67116BR

Job Summary

The Center for Mathematical Sciences and Applications (CMSA) is an extension of the Department of Mathematics aimed at outreach to the physical and social sciences.  Its presence broadens the scientific scope of mathematics at Harvard and connects the Department of Mathematics to innovations and questions in pure mathematics arising from advances in science and technology. Complementing the core mission of the Department of Mathematics, it creates opportunities for students and faculty alike to learn about modern mathematics in the context of applications.

Reporting directly to the Executive Director, and indirectly to the CMSA Faculty Director, and to the Assistant Director of Research and Finance, the CMSA Programs and Events Administrator performs a variety of duties, provides a wide spectrum of required programmatic support, and manages projects and scientific events. This position is expected to work independently with minimal supervision in a research environment.

Position Description

Programs and Events Planning:

• Independently responsible for providing logistical assistance for CMSA scientific events, such as working with organizers of conferences, workshops, special lectures, etc.,
• Serves as a subject matter expert when communicating with potential speakers and scientific organizers
• In charge of finding, and scheduling venues
• Prepares conference banquets for 100+ guests on average for each scientific event. (venue reservation, menu, AV/IT logistics, etc.—in coordination with a staff assistant, who will be tasked to execute)
• Assessing accommodation needs for, conference and workshop participants, and seminar speakers.  Negotiates group hotel bookings for multiple rooms (at least 30 per scientific event). This includes negotiating group reservation contracts.
• Prepares spreadsheets for various staffing needs during the events. Plans to make sure that all events are adequately staffed.
• Monitors event budget by assessing different itinerary costs, and reservations, and makes recommendations.
• Liaise with speakers, faculty, departmental, university, and external contacts.

Events Logistics :

• Responsible for logistical coordination of weekly seminars, themed lectures, special colloquium series
• In charge of the scheduling set-up and clean-up, event displays, and inventory.
• Acting as a day-of administrator for all in-person events
• Contributing to community building and internal team events (such as Postdoctoral Town Hall, Scientific Board Meetings, etc.)

General Administration:

• Serves as principal administrative contact and liaison between the Math Department and the Center for Mathematical Sciences and Applications
• Manages the Center’s records, and reviews documents and reports to ensure compliance with University requirements.
• Uses G-suit as a primary communication provider, including @g.harvard e-mail provider; Google Drive, Google Docs, Google Spreadsheets, etc.
• In charge of all offer letters to postdoctoral fellows, research associates, visiting scholars, fellows, and associates. Calculates annual salary increases for reappointment letters.
• Works with a network of University staff to maintain all spaces, mail services, cleaning services, and equipment. 
• Schedules various meetings (for example, CMSA Scientific Board, etc.). Takes the meeting minutes and file them on Google Drive
• Serves as the main contact person for postdoctoral applicants. Creates announcements, and posts them on MathJobs, AcademicJobsOnLine, and Harvard ARiES, and on other academic job boards as required.
• Responsible of onboarding and daily management of all CMSA postdocs and visitors. This can include a great range of issues, including managing office space, handling computing and other technical issues for each visitor, directing people to the appropriate staff for issues with benefits and compensation, creating and managing all CMSA email and computing accounts, and handling general troubleshooting
• When necessary, works with a network of University staff to maintain all spaces, mail services, cleaning services, and equipment. 
• Oversees CMSA’s  IT infrastructure (and the local database, which is managed by a staff assistant), and provides recommendations regarding future IT equipment needs. Serves as a backup for CMSA e-mail listservs and accounts management.
• Serves as a backup for all CMSA website-related needs and events announcements
• Maintain CMSA office key box and key distribution database

Other duties as required. Assist CMSA Leadership Team with special projects and ad hoc requests.

Basic Qualifications

Minimum of 5 years progressively responsible event management experience is required; education may count towards experience.

Additional Qualifications and Skills

• Bachelors degree strongly preferred
• Must possess strong customer service, analytical, interpersonal, oral and written communication skills
• Ability to prioritize and manage multiple projects in a fast paced environment
• Ability to handle confidential information with discretion and professionalism
• Strong computer skills, including proficiency with Microsoft Office,  LaTex
• A team player

An ideal candidate would be creative, have strong attention to detail, and have the ability to work under minimal supervision.

Physical Requirements

• Must be able to lift (approximately 10-20 lbs.), bend, push, pull, squat, and perform other physical exertion.
• Must be able to stand for extended periods of time

Working Conditions

• The position is expected to be based on campus, in Cambridge, MA.
• In-person 5 days per week in the office 
• Occasional nights, weekends, and overtime may be required during the events

Additional Information

We are unable to provide visa sponsorship for this position

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. 

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

On-Site

Sub-Unit

Sciences

Salary Grade

055

Department

Center of Mathematical Sciences and Applications

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

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.