Program Coordinator, Memorial Hall

Harvard Faculty of Arts and Sciences; Cambridge (MA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Tuition assistance

Wellbeing resources

Commuter benefits

Job summary

Harvard Faculty of Arts and Sciences is seeking a Program Coordinator for the Memorial Hall/Lowell Hall Complex in Cambridge, MA. The role supports the Program Manager and staff, handling event scheduling, front desk inquiries, and administrative duties to ensure smooth operations for students, faculty, staff, vendors, and visitors.

Responsibilities include coordinating rehearsals and events, enforcing venue policies, maintaining calendars and access lists, and collaborating across departments

Qualifications

• Three years’ related experience in office administration.
• Experience with venue scheduling and scheduling software (Accruent EMS).
• Advanced knowledge of Microsoft Office programs.
• Knowledge of Adobe Suite.

Responsibilities

• Schedule and coordinate events in Memorial Hall and Lowell Lecture Hall.
• Maintain calendar, room schedules, and access lists.
• Support administrative operations and front desk duties.
• Communicate with students, faculty, staff, and vendors.

Skills

Office administration

Arts administration

Interpersonal skills

Accruent EMS scheduling

Microsoft Office

Adobe Suite

Financial administration

Harvard systems

Tools

Accruent EMS

Job description

• Salary Grade: 054
• Department: College - Office for the Arts
• FLSA Status: Non-exempt

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 the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary:

The Program Coordinator is a member of the Memorial Hall/Lowell Hall Complex team, reporting to the Program Manager and supporting staff in the administrative office. The Program Coordinator works closely with the Program Manager to schedule events year-round in Memorial Hall and Lowell Lecture Hall. This position is crucial to the daily functions and operations of the Memorial Hall/Lowell Lecture Hall Complex supporting students, faculty, staff, vendors, and visitors with tasks such as fielding time-sensitive email requests, addressing walk-in questions to the front desk, handling administrative duties, maintaining policies and procedures, facilitating the upkeep of the administrative office, and much more.

Job-Specific 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.

Working Conditions:
The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of student breaks. 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 about the College policy 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.

Qualifications

Basic Qualifications:

• Three years’ related experience in office administration required

Additional Qualifications and Skills:

• Office administration in arts administration and/or higher education preferred.
• Interpersonal skills and cross-departmental relationship holding 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 Harvard systems preferred.
• Proven ability to work within a university setting, particularly in a multi-function facility or a performance environment as well as the ability to interact with both students and professionals.
• Some experience with web page development tools.
• Experience with reviewing policy and procedures to suggest revisions and updates.

Additional Information

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

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

Salary Grade and Ranges

This position is salary grade level 054. Please visitHarvard's Salary Ranges to view the corresponding salary range and related information.

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

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.