Events Coordinator

07-Aug-2023

Harvard Medical School

63250BR

Position Description

The Department of Cell Biology at Harvard Medical School is seeking a talented and highly motivated Events Coordinator to help achieve its research and educational missions by managing departmental events. Reporting to the Executive Director of Cell Biology, the Events Coordinator will support a variety of departmental activities and projects of varying size and scope, and handle multiple responsibilities and competing priorities with efficiency, attention to detail, discretion, and minimal supervision.

Job-specific responsibilities:

• Manages administrative, educational, and social events of varying scope and scale, including: seminar series, special lectures, symposia, an annual retreat, and holiday/special occasion gatherings. Takes ownership of events from planning to post-event stages, and works directly with faculty, administrative staff, and researchers to execute events.
• Responsibilities include: researching and recommending vendors/venues; preparing budget projections; negotiating contracts, and tracking spending for review; internal and external communications; coordinating accommodations, transportation, registration, catering, security, facilities, and audio-visual needs; designing and distribution of promotional and conference materials; event setup/take down; tracking of receipts for reimbursements; contracting and payment to internal and external vendors. Provides computer and AV support during events.
• Populates and maintains databases for event planning, financial documentation, and recording best practices.
• Manages events-related email account, online calendars, and room reservations.
• Creates, populates, and maintains written and visual content for departmental website and other digital/social media.
• Provides administrative and project management support for faculty initiatives.
• Trains department members to provide backup event support. Provides logistical support and backup coverage for other departmental staff as needed, including at virtual and in-person events and activities.
• Provides miscellaneous administrative and clerical support consistent with the role, including calendaring, photocopying, scanning, online research, and ordering supplies. Performs other duties as assigned.

Basic Qualifications

Three or more years of related administrative experience. Higher education may count towards experience.

Additional Qualifications and Skills

• Excellent organizational, interpersonal, and problem-solving skills; detail-oriented.
• Excellent oral and written communication skills.
• Acts independently and also works well within a team.
• Interacts professionally and diplomatically with faculty, researchers, staff, and visitors with diverse backgrounds and roles.
• Able to prioritize and manage multiple tasks under tight deadlines.
• Handles sensitive issues and confidential information with discretion.
• Capacity to learn new programs and technologies.
• Exhibits enthusiasm and a positive attitude.
• Proficiency with Zoom, Microsoft Office Suite (Outlook, Word, and Excel), and Mac-based operating systems is required (Mac computer will be provided).
• Familiarity with the academic research environment is preferred.
• Familiarity with Adobe Acrobat, Dropbox, Google apps, Keynote, Slack, and online calendaring/scheduling systems is preferred.

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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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 – Boston

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Identity

Schedule

35 hrs. per week Monday – Friday 9:00 am – 5:00 pm
On rare occasions, available outside regularly scheduled hours to support events (evenings, weekends, or holidays).

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.