Arts & Events Program Coordinator (Scheduling & Admin)

Harvard Faculty of Arts and Sciences; Cambridge (MA); On-site; USD 55,000 - 73,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Parental leave

Tuition assistance

Retirement plan

Campus perks

Job summary

The Harvard Faculty of Arts and Sciences Memorial Hall/Lowell Hall Complex seeks a Program Coordinator to assist the Program Manager with scheduling events year‑round, handling administrative duties, and coordinating with students, faculty, staff, vendors, and visitors. This on‑site role supports daily operations of the Complex and requires strong organization and collaboration.

The position involves calendar maintenance, room scheduling, access management, site updates, and contributing to

Qualifications

• Bachelor’s degree required.
• Three years’ related experience in office administration.
• Office administration in arts administration and/or higher education preferred.
• Excellent communication skills.
• Interpersonal skills and cross-departmental relationship building.
• Experience with venue scheduling and scheduling software (Accruent EMS).
• Advanced knowledge of Microsoft Office programs.
• Knowledge of Adobe Suite.
• Experience with financial administration; Harvard systems experience preferred.
• Event management experience preferred.

Responsibilities

• Schedules and coordinates student activities in MemHall venue spaces, including rehearsals, events, meetings, and special requests.
• Disseminates and enforces venue scheduling and use policies for these rooms.
• Maintains calendar program for all spaces in the Complex, coordinating with the Program Manager and the FAS Classrooms Office to ensure accurate schedules.
• Prints and posts room schedules bi-weekly.
• Maintains access lists, contracts, access, and keys for specialized music rehearsal spaces.
• Coordinates Lowell Lecture Hall application process for academic year student performance slots.
• Directs students and general inquiries to other University resources for arts and activity venues as necessary.
• Assists Program Manager with Sanders Theatre rental inquiries and materials.
• Maintains and updates FileMaker database used by programming and production sub departments.
• Collaborates with senior management on special projects, including Office for the Arts events in Memorial Hall, annual cross-campus events including Arts Fest and other departmental projects as needed.
• Administers daily administrative office opening and closing procedures.
• Fields phone calls, emails, walk-in business, and visitors.
• Ensures timely communication of information between Facility, Programming, Production and Box Office sub departments as needed.
• Assists in communicating department information and policies to students, faculty, staff, and community participants of the Complex’s activities.
• Updates web pages using CampusPress platform.
• Administers office supplies and equipment including administrative service vendors.
• Administers student locker assignments and annual renewals.
• Administers and reconciles lost and found service each season.
• Distributes mail, processes shipping, and accepts deliveries.
• Processes financial transactions using Buy2Pay, Concur, Credit Voucher systems and check deposits, maintaining transactional records and complying with university requirements and government regulations.
• Provides reports for non-personnel operating budgets and special projects, tracking costs against budgets.
• Submits facility work requests into PRESTO dispatch system.
• Works with Production Manager and Building Manager to program ID cards in door access system and programs access times for the department’s facilities.
• Special Projects as determined by the department.

Skills

Excellent communication

Interpersonal skills

Cross-department collaboration

Event management

Web page development

Venue scheduling

Education

Bachelor’s degree

Tools

Accruent EMS

Microsoft Office

Adobe Creative Suite

Job description

The Harvard Faculty of Arts and Sciences Memorial Hall/Lowell Hall Complex seeks a Program Coordinator to assist the Program Manager with scheduling events year‑round, handling administrative duties, and coordinating with students, faculty, staff, vendors, and visitors. This on‑site role supports daily operations of the Complex and requires strong organization and collaboration.

The position involves calendar maintenance, room scheduling, access management, site updates, and contributing to