Program Coordinator, Memorial Hall

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); On-site; USD 60,000 - 78,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision coverage

Tuition assistance or reimbursement

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences is seeking a Program Coordinator to support Memorial Hall and Lowell Lecture Hall operations. You will manage event scheduling, coordinate with multiple offices, and ensure smooth daily administration of the complex.

You will handle calenders, room access, and vendor coordination, contributing to arts events and cross-campus programs while maintaining strong student and staff relations within a university setting.

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.
• Knowledge of Adobe Suite.
• Experience with financial administration. Knowledge of Harvard systems preferred.
• Proven ability to work within a university setting, particularly in a multi-function facility or a performance environment, and interact with students and professionals.
• Some 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 venuespaces, 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, organizing information flow between department clients and Harvard service providers.

Skills

Office administration

Interpersonal skills

Excellent communication

Venue scheduling

Accruent EMS

Microsoft Office

Adobe Suite

Web page development

Policy & procedure reviews

Event management

Education

Bachelor’s degree

Tools

Accruent EMS

Job description

Company Description

By working at Harvard University, you join a vibrant community thatadvances Harvard's world-changing mission in meaningful ways,inspires innovation and collaboration, and builds skills andexpertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

Job Summary:

The Program Coordinator is a member of the Memorial Hall/LowellHall Complex team, reporting to the Program Manager and supportingstaff in the administrative office. The Program Coordinator worksclosely with the Program Manager to schedule events year-round inMemorial Hall and Lowell Lecture Hall. This position is crucial tothe daily functions and operations of the Memorial Hall/LowellLecture Hall Complex supporting students, faculty, staff, vendors,and visitors with tasks such as fielding time-sensitive emailrequests, addressing walk-in questions to the front desk, handlingadministrative duties, maintaining policies and procedures,facilitating the upkeep of the administrative office, and muchmore.

Job-Specific Responsibilities:

• Schedules and coordinates student activity in MemHall venuespaces, including rehearsals, events, meetings, and specialrequests.
• Disseminates and enforces venue scheduling and use policies forthese rooms.
• Assists in maintaining calendar program for all spaces in theComplex, coordinating with the Program Manager and the FASClassrooms Office to ensure accurate schedules.
• Prints and posts room schedules bi-weekly.
• Maintains access lists, contracts, access, and keys forspecialized music rehearsal spaces.
• Coordinates Lowell Lecture Hall application process foracademic year student performance slots.
• Directs students and general inquiries to other Universityresources for arts and activity venues as necessary.
• Assists Program Manager with Sanders Theatre rental inquiriesand materials.
• Maintains and updates FileMaker database used by programmingand production sub departments.
• Collaborates with senior management on special projects,including Office for the Arts events in Memorial Hall, annualcross-campus events including Arts Fest and other departmentalprojects as needed, principally organizing and coordinatinginformation flow between department clients and Harvard serviceproviders.
• Administers daily administrative office opening and closingprocedures. The Memorial Hall Administrative Office is open from10am 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 asneeded.
• Assists in communicating department information and policies tostudents, faculty, staff, and community participants of theComplex’s activities.
• Updates web pages using CampusPress platform.
• Administers office supplies and equipment includingadministrative service vendors.
• Administers student locker assignments and annualrenewals.
• Administers and reconciles lost and found service eachseason.
• Distributes mail, processes shipping, and acceptsdeliveries.
• Processes financial transactions using Buy2Pay, Concur, CreditVoucher systems and check deposits, maintaining transactionalrecords and complying with university requirements and governmentregulations.
• Provides reports for non-personnel operating budgets andspecial projects, tracking costs against budgets.
• Submits facility work requests into PRESTO dispatchsystem.
• Works with Production Manager and Building Manager to programID cards in door access system and programs access times for thedepartment’s facilities.
• Special Projects as determined by the department.

Working Conditions:

The work schedule and location will be set by the department at itsdiscretion and based upon operational needs and objectives andconsistent with College Policy, which requires 5 days on-site inCambridge, MA during term time (first day of classes throughcommencement), with the exception of student breaks. When notworking at a Harvard or Harvard-designated location, employees inhybrid positions must work in a Harvard registered state incompliance with the University’s Policy on Employment Outside of Massachusetts .Additional details about the College policy will be discussedduring the interview process. Certain visa types and fundingsources may limit work location. Individuals must meet worklocation sponsorship requirements prior to employment.

Qualifications

Basic Qualifications:

• Bachelor’s degree required
• Three years’ related experience in office administrationrequired

Additional Qualifications and Skills:

• Office administration in arts administration and/or highereducation preferred.
• Excellent communication skills
• Interpersonal skills and cross-departmental relationshipholding required.
• Experience with venue scheduling and scheduling software(specifically Accruent EMS).
• Advanced knowledge of Microsoft Office programs.
• Knowledge of Adobe Suite.
• Experience with financial administration. Knowledge of Harvardsystems preferred.
• Proven ability to work within a university setting,particularly in a multi-function facility or a performanceenvironment as well as the ability to interact with both studentsand professionals.
• Some experience with web page development tools.
• Experience with reviewing policy and procedures to suggestrevisions and updates.
• Event management experience preferred.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

Work Format Details

This position has been determined by school or unit leaders thatall duties and responsibilities must be performed at a Harvard orHarvard-designated location. Certain visa types may limit worklocation. Individuals must meet work location sponsorshiprequirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & WellbeingPage .

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.