Events & Operations Coordinator

24-Oct-2024

Events & Operations Coordinator

Harvard Kennedy School

67117BR

Job Summary

Reporting to the Assistant Director of Events and Campus Operations, the Events and Operations Coordinatoris responsible forproviding superior customer service and performing a range of administrative duties to support the operations of Harvard Kennedy School's (HKS) Campus Planning and Operations (CPO). The Events and Operations Coordinator will assist in daily events and operations of all spaces in HKS Main Campus and off-site locations. 

Position Description

• Answers Operations and events Help Desk/Emergency phone and provides information or redirects call(s) as necessary. POC for customer walk-ins and emails.
• Coordinates work order database, including prioritizing, quality control, work assignment, high levels of customer service, and work order close-out.  
  • All requests for building services are received, processed, assigned, and closed out by the ops center.   
  • Runs work order reports to look at outstanding orders and follow up on status to complete close-out, and aware manager reports.
• Works regularly with Room Reservations in the Event Management System, especially during peak times. Understands scheduling restrictions, policies, and procedures. Coordinates operational event needs with work orders on events and works closely with operations teams to ensure seamless events.
• Manage student conferences with Student Services/DPSA, meet with all Student organizers 6-8 weeks before the conference, help students plan and organize, staff conferences.
• Event Management meetings/walkthroughs as needed. Events-related signage.
• Wes Meeting Agenda—track large events, produce agenda each week, also attend the meeting
• Processes vendor invoices, credit vouchers, HCOM, and P-Card transactions for the department; Orders supplies as needed, HCOM, etc.; Reconciles budgets and assists with maintaining financial documentation, providing information, research statistics, and analysis.  Responsible for meticulous filing of all payment documents (paper/electronic)
• Provides a range of administrative support to CPO’s leadership and staff including, but not limited to word processing, PowerPoint creation, and document management; files and records management; processing contracts; preparing scheduled and ad hoc reports; scheduling rooms and meetings, processing financial transactions.  
  • Contributes to department goals by coordinating CPO alert emails, plant program, building signage such as wayfinding, office signage inserts, signage special projects, and general invoicing.  
• Special CPO projects as assigned.

Basic Qualifications

Minimum of three years' of customer service and administrative support work experience required.  

Additional Qualifications and Skills

• Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint and Outlook applications;  
• Ability to successfully manage multiple assignments simultaneously and the ability to manage competing priorities.  
• Knowledge of Aware Manager, EMS, Witts Mailroom preferred  
• Working knowledge of audio-visual hardware, software applications, video conference technologies, and related computer systems and programs;  
• Excellent written and verbal communication and interpersonal skills are required for supporting staff, fellows, and external stakeholders;  
• Requires skill and good judgment in communicating with staff, fellows, representatives from external organizations, and vendors;  
• Demonstrated team player experience;  
• Must possess excellent organizational skills and the ability to prioritize work assignments.
• May be asked to work evening hours and/or weekends or holidays as needed
• This position involves occasionally lifting and moving loads weighing in excess of 40 pounds
• Will be required to travel to multiple locations around campus on a daily basis
• Bachelor’s degree or an equivalent combination of education, training and experience preferred.

Physical Requirements

This position involves occasionally lifting and moving loads weighing in excess of 40 pounds

Working Conditions

• Able to work evening hours and/or weekends or holidays as needed
• Will be required to travel to multiple locations around campus on a daily basis

Additional Information

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
 
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 research fellows. The position is required to work in-person on campus a minimum of five days per week during the academic year. Specific days and schedule will be determined between you and your manager. 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.
 
Salary Range: $65,653 - $104,471
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
 

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

403040 Coordinator II

Work Format

On-Site

Sub-Unit

------------

Salary Grade

055

Department

Campus Planning and Operations

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

8:30 -5:30 Monday through Friday (40 hours/week).

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism
 
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

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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