Events Coordinator

12-Apr-2023

Faculty of Arts and Sciences

61616BR

Job Summary

The Department of Physics at Harvard is large and diverse in its research interests. With 10 Nobel Prize winners to its credit, the distinguished faculty of today engages in teaching and research that spans the discipline and defines its borders, and as a result Harvard is consistently one of the top-ranked physics departments in the nation.

The Department's greatest resources are the people that fill its classrooms, labs, and offices, as well as state-of-the-art facilities. For undergraduate concentrators, graduate students, and postdoctoral researchers, Harvard features a complete range of opportunities to engage in world-class physics from theoretical to experimental.

Research in the Department seeks to explore and explain fundamental questions that range from understanding the origin of the universe, including string theory, cosmology, and astrophysics, to understanding the visible world of colloids and the world on an ever-diminishing scale, from the mesoscale to the nanoscale, condensed matter, and atomic, molecular and particle physics.

With more than 40 affiliated faculty members, 34 staff, 150 undergraduates, 250 graduate students, and 120 postdoctoral fellows, the Physics Department has a lively intellectual environment, and emphasis is placed on teaching and preparing students to be at the forefront of the next generation of physicists.

The Department of Physics Events Coordinator reports to the Executive Director and serves as a principal contact for administrative and logistical support for all department-sponsored events and programming and community engagement. The individual will take be a key member for the Equity and Inclusion Committee (EIC) to ensure that the Department maintains a strategic plan to support events and progress within EDIB space. They will also serve as the department’s subject matter expect in all matters related to event creation, preparation, and execution and provide support to other department staff who might execute smaller-scale events within specific groups.

Position Description

Department Events Coordination

• Serves as principal administrative resource and contact on all department-sponsored events.
• Coordinates, plans, and executes weekly Colloquium series, department lunches, and afternoon gatherings.
• Runs weekly Colloquium and Colloquium tea series. Coordinates with weekly speakers and manages food orders and tea requests. Arranges travel and lodging, promotes the event, arranges meetings with faculty and department groups, organizes dinners, and manages bill payment and reimbursement requests, as needed.
• Work directly with Executive Director and Administrative Coordinator to plan staff initiatives and events (retreats, monthly staff meetings, etc.) by confirming appropriate dates and coordinating all event logistics.
• Contributes to the community building efforts set by the executive team by planning and coordinating internal events and all-team strategy sessions and workshops.
• Serves as member of the Equity and Inclusion committee (EIC), coordinates meeting cadences, represents department in EDIB matters to the FAS and University, serves as APS IDEA member for the department, and supports department-EDIB initiatives and events.
• Responsible for event setup, both virtual and in-person.

Special Events Coordination

• Coordinates, plans, and executes annual special events, including Winter Party, Department Reception, Spring Awards Reception, and other events, as needed.
• Reviews and negotiates event contracts with hotels and other vendors, as required. 
• Serves as administrative contact for the semi-annual Visiting Committee process and manages special projects related to the visit.
• Provides collaborative/backup support with Research Scholar on coordinating annual retreats and recurring panels throughout the year.
• Works closely with Graduate Program Administrators on program-related events and obtaining student/volunteer workers.

Communications and Website Management

• Creates, manages, and distributes content related to EIC through listservs and website updates.
• Creates, manages, and distributes announcements related to various events through listservs.
• Design and print relevant posters for events using various software.
• Creates and implements department-wide meeting calendar capturing all academic, admissions, administrative, orientation, recognition, and team building events.
• Works with Webmaster to provide administrative support for the Department Newsletter.

Budgeting

• Monitors budget for Colloquium series (travel and weekly teas) by managing expenses and reconciling against the general ledger.
• Processes financial transactions including, Pcard, Corporate Card and vendor invoices. Troubleshoots discrepancies.

Facilities Support

• Responsible for securing event space for all department-wide events.
• Reviews and approves event requests for proprietary spaces.
• Works collaboratively with staff to coordinate/secure classroom spaces for classroom blocks by identifying spaces and troubleshooting competing needs.
• Serves as HUIT contact for troubleshooting AV needs in lecture hall spaces.
• Manages calendars for Department Library and maintains inventories in department kitchens with the Office Administrator.
• Collaborates with Executive Director on department room inventory and office assignments.

Special Projects

• Coordinates activities with University Development Office, as needed.
• Working in conjunction with the Chair’s Assistant in coordinating events for committee work, search visits, etc.
• Provide limited administrative support to executive team when planning large-scale events.
• Provide backup support to Office Administrator, Administrative Coordinator, and other support staff, as assigned.

Basic Qualifications

Minimum five years of progressive events management experience. A combination of education and experience may be considered.

Additional Qualifications and Skills

• Bachelor’s degree or relevant coursework in Hospitality Management
• Excellent organizational skills, attention to detail, and ability to work independently and part of a team
• Excellent oral and written communication skills
• Advanced computer skills with proven and extensive ability in MS Office Suite; web page design; experience with Adobe applications including InDesign
• Demonstrated project management, negotiation, interpersonal, and written & verbal communication skills
• Proven ability in budget design and adherence, as well as understanding of financial policy and transactions
• A strong commitment to customer support and experience coordinating in an academic environment working with faculty
• Must have the ability to work in fast past paced environment with minimal supervision
• Ability to research and resolve issues quickly and utilize problem-solving skills on a consistent basis
• Ability to prioritize work and handle confidential material

Physical Requirements

Lifting, pushing, pulling, squatting, standing, able to lift 30lbs.

Working Conditions

Work is performed in an office setting. This position may offer limited hybrid remote/in person work flexibility during specific times of the year. There is an expectation that the employee be able to work in person in Cambridge, MA 5 days per week.  

Local travel may be required to identify and conduct walkthroughs of event spaces.

Additional Information

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage . Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website .

Benefits

We invite you to visit Harvard’s Total Rewards website 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

Union

55 - Hvd Union Cler & Tech Workers

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.