Events Coordinator in Cambridge, Massachusetts at Harvard University

003846SR
School/Unit Harvard Divinity School
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 055
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

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 Divinity School?

Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides.

Job Summary:

The Events Coordinator independently coordinates the planning and execution of the Center for the Study of World Religions’ public, academic, and community programs. Working with Center leadership, faculty, invited guests, Harvard offices, external partners, and vendors, the Coordinator oversees event logistics from advance planning through on-site execution and financial reconciliation. The position also coordinates the work of student event assistants, supports audience outreach and digital publishing, and coordinates the use of CSWR spaces.

Job-Specific Responsibilities: Other duties may be assigned.

• Coordinates lectures, workshops, conferences, exhibitions, receptions, community gatherings, and other Center programs.
• Oversees event logistics, including scheduling, registration, travel, accommodations, catering, audiovisual services, facilities, accessibility, materials, staffing, setup, and breakdown.
• Serves as the principal administrative and logistical liaison for speakers, scholars, artists, program participants, Harvard colleagues, external partners, and vendors.
• Coordinates guest travel and hospitality and works with vendors on pricing, purchasing, payments, contracts, and related arrangements.
• Reconciles event expenses and processes invoices, reimbursements, and other financial documentation in collaboration with the Assistant Director.
• Coordinates event promotion and targeted audience outreach and assists with the preparation and distribution of promotional materials.
• Publishes and maintains approved website and digital-media content, including event listings, program pages, news, publications, recordings, social-media posts, and YouTube content.
• Recruits, trains, schedules, and provides day-to-day supervision to student event assistants.
• Oversees on-site event execution and responds to changing logistical needs.
• Maintains event calendars, planning records, registration and attendance data, and related documentation.
• Coordinates approved use of CSWR spaces and communicates established procedures and logistical requirements to event organizers.
• Advises student organizers on event scheduling, logistics, facilities, publicity, and relevant Harvard and CSWR procedures.
• Maintains and improves event procedures, templates, checklists, and other operational resources.

Physical Requirements:

• Ability to lift and move event materials weighing up to 25 pounds.

Basic Qualifications:

• Minimum of five years of relevant experience in event planning, program coordination, administration, hospitality, or a related field. Education beyond high school may count toward experience in accordance with Harvard guidelines.
• Demonstrated experience coordinating events or programs involving multiple participants, vendors, deadlines, and logistical requirements.
• Ability to work occasional evenings and weekends as required.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills:

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Strong organizational and project-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent interpersonal and communication skills and the ability to work effectively with a wide range of internal and external constituents.
• Strong writing, editing, and proofreading skills.
• Demonstrated initiative, judgment, attention to detail, and ability to anticipate needs, solve problems, and work independently with appropriate guidance.
• Proficiency with Microsoft Office and ability to learn administrative, registration, financial, web, and digital-media systems.
• Experience supervising or coordinating student or temporary staff preferred.
• Experience with Buy-to-Pay, Concur, website content-management systems, event-registration platforms, social media, or comparable tools preferred.
• Familiarity with Adobe Creative Cloud, particularly InDesign and Photoshop, preferred.
• Ability to handle sensitive or confidential information with discretion.
• Interest in the academic study of religion, higher education, or public programming preferred.
• *IMPORTANT NOTE: Cover letters are required for every position at Harvard Divinity School. Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. We regret that the Harvard Divinity School does not provide Visa sponsorship.*

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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.