Field Event Manager

Conditions. Workplace Diversity, LLC.; Cambridge (MA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plans

Tuition assistance

Job summary

Harvard University is seeking a Field Event Manager within Education Support Services to lead field staffing, training, and performance across a diverse portfolio of university events. You will collaborate with ESS leadership, oversee budget planning, and drive operational efficiency to ensure high-quality event experiences for the Harvard community.

The role requires strong AV knowledge, customer service experience, and a proven ability to manage teams, budgets, and multiple projects under

Qualifications

• Minimum of two years post-secondary education or relevant work experience.
• Advanced knowledge of event production and audiovisual best practices and systems.
• Experience or training in customer service, particularly field operations.

Responsibilities

• Manage day-to-day field event staffing, coordination and scheduling across a portfolio of Harvard events.
• Oversee onboarding, training and professional development for field events staff.
• Participate in hiring, interview candidates and approve time/absences.
• Serve as a trusted advisor to ESS leadership and troubleshoot on-ground issues.
• Coordinate capacity planning with coordinators and managers to support event requests.
• Develop an operations dashboard with real-time data to support decisions.

Skills

Event production

AV systems

Customer service

Analytical skills

ITIL ITSM

Team leadership

Budget planning

Vendor management

Education

Two years post-secondary education

Tools

ServiceNow

SharePoint

Panopto

Zoom

Filemaker

Job description

Company Description

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 University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

More About HUIT:

Our Mission:huit.harvard.edu/about

We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery.

HUIT’s core values are:

• Human-centered
• University-focused
• Innovation-driven
• Team-oriented

IT Academy (designed for IT Staff):

HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here:https://itacademy.harvard.edu/.

Job Description

Education Support Services (ESS) provides audiovisual and instructional support, event and media production, training, and consulting services to faculty, staff, and students in the Faculty of Arts and Sciences (FAS) and Harvard community. The team supports the school’s mission by delivering premium technology offerings that enhance and creatively advance the teaching & learning environment. ESS is comprised of three service groups: Event & Media Production, Teaching and Learning Support, and Integrated Audiovisual Services.

The Field Event Manager for Event & Media Production works closely with the Director of Events and Media Production and the Manager of Media Production to manage event staffing and associated resources, ensuring operational success across a portfolio of Harvard community events, including those on evenings and weekends. The Manager oversees the work of ten positions: two Field Production Managers, event coordination staff, and six Senior Media Technicians. This position is responsible for hiring, managing these roles and their incumbents, and overall performance management. The incumbent actively participates in the Events budget planning process, coordination of work, provides data, and advises leadership regarding staffing and operational needs, and participates in developing a book of business to ensure this service line has a sustainable financial model.

• Manages day-to-day field event staffing, coordination and scheduling, and resource distribution across field teams to ensure operational success across a portfolio of Harvard community events, including evenings and weekends.
• Oversees onboarding, training, and professional development for the field events team; assigns work, ensures quality control, and plans in conjunction with ESS leadership.
• Participates in the hiring process, including interviewing candidates; approves time and absences for direct reports.
• Serves as a trusted advisor to ESS leadership, troubleshooting operational issues on the ground.
• Determines, with input from the coordinators, Field Production Managers, and Manager of Media Production, capacity to support event requests and refers clients to outside resources as required.
• Coordinates with the Integrated AV Services team to ensure design updates and maintenance of event venue equipment that effectively support event needs, should those differ from standard designs.
• With other managers and ESS leadership, develops and maintains an operations dashboard, aggregating real-time information from workflow platforms and other inputs (including ITSM platforms and HART) to support data-driven decision-making by ESS leadership.
• Cultivates new business and maintains positive relationships with existing clients; coordinates/supervises the invoicing and billing process to ensure accuracy and timeliness and explores opportunities to improve workflows and optimize revenue generation.
• Actively participates in the Events budget planning process, provides data, and advises leadership regarding staffing and operational needs; contributes to developing a book of business to ensure this service line has a sustainable financial model.
• Organizes the review and purchase of non-capital equipment in support of field events, ensuring operational needs are met and that purchase requests are reviewed and approved to maximize ESS support strategies and efficiencies.
• Abides by and follows HUIT technical standards, policies, and Code of Conduct.
• Builds strong relationships with AV teams, Teaching & Learning colleagues, clients, and vendors to successfully execute non-class events and achieve a high level of client satisfaction.

Qualifications

Basic Qualifications:

Basic Qualifications are theminimumthreshold a candidate must meetin order tobe considered for this role.

• Minimum of two years’ post-secondary education or relevant work experience

Additional Qualifications and Skills:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Advanced knowledge of event production and audiovisual best practices and systems, including projection, live video production and streaming, and audio reinforcement.
• Experience or training in customer service, particularly field operations, and a strong ability to deliver high-level solutions in a timely and dependable manner.
• Excellent analytical and troubleshooting skills; ability to identify and resolve the root cause of systemic technical or process issues.
• Previous working experience with ServiceNow, SharePoint, Panopto, Zoom, Farmer’s Wife/Cirkus, and Filemaker desirable. Working knowledge of ITIL and ITSM (IT Service Management) best practices and tools desirable.
• Ability to serve as a change agent and manage a team through periods of rapid change.
• Can easily present technical concepts to clients in non-technical language.
• Management experience, including financial planning, budget oversight, and staff supervision.
• Previous experience managing in a union environment and working with faculty in higher education is a plus.
• Familiarity with HR practices (evaluation, hiring, etc.).
• Demonstrated ability to manage complex projects through completion.
• Demonstrated team performance skills, a service-mindset approach, and the ability to act as a trusted advisor.

Certificates and Licenses:

• Certification in IT or AV field desirable.

Physical Requirements:

• Must be able to lift 50 lbs.
• Must be able to move equipment and cables across campus.

Additional Information

• Working Conditions: This position is located in Cambridge, MA.
• Standard Hours/Schedule: Some night and weekend work may be required.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  Please provide a cover letter and resume as one document with your application.
  This position has an 180-day orientation and review period.
  

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. 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.