Memorial Hall Programs & Venue Coordinator

Harvard University; Cambridge (MA); On-site; USD 60,000 - 75,000; Full time

Job summary

Harvard University’s Faculty of Arts and Sciences is seeking a Program Coordinator for the Memorial Hall/Lowell Hall Complex in Cambridge, MA. The role supports staff and schedules events year-round, handling front-desk inquiries, administrative duties, and information flow between departments.

The position emphasizes calendar management, database upkeep, and cross-department coordination, with a 35-hour workweek and on-site requirements in Cambridge.

Qualifications

• Bachelor's degree required.
• Three years' related experience in office administration required.
• Experience with venue scheduling and scheduling software (Accruent EMS).
• Advanced knowledge of Microsoft Office programs.
• Experience with web page development tools.
• Experience with reviewing policy and procedures to suggest revisions and updates.
• Event management experience preferred.

Responsibilities

• Schedules and coordinates student activity in MemHall venue spaces, including rehearsals, events, meetings, and special requests.
• Disseminates and enforces venue scheduling and use policies for these rooms.
• Assists in maintaining 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, principally organizing and coordinating information flow between department clients and Harvard service providers.
• Administers daily administrative office opening and closing procedures. The Memorial Hall Administrative Office is open from 10am to 6pm.
• Fields phone calls, emails, walk-in business, and visitors. Maintains a welcoming environment for all.
• 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-departmental collaboration

Education

Bachelor's degree

Tools

Accruent EMS

Microsoft Office

Adobe Suite

Job description

Harvard University’s Faculty of Arts and Sciences is seeking a Program Coordinator for the Memorial Hall/Lowell Hall Complex in Cambridge, MA. The role supports staff and schedules events year-round, handling front-desk inquiries, administrative duties, and information flow between departments.

The position emphasizes calendar management, database upkeep, and cross-department coordination, with a 35-hour workweek and on-site requirements in Cambridge.