Programmatic Activities and Events Administrator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Tuition assistance

Commuter benefits

Parental leave

Job summary

Harvard University, Faculty of Arts and Sciences is seeking a Programmatic Activities and Events Administrator for the Mathematics Department. You will lead day-to-day operations of scientific and programmatic events, including weekly seminars, workshops, and multi-day conferences.

The role requires expertise in event planning, logistics, budgeting, and vendor management, with a focus on coordinating both scientific and social functions for thousands of participants yearly.

Qualifications

• Minimum of 5 years in event management or related fields.
• Experience coordinating scientific, social, and programmatic events.
• Ability to manage budgets, scheduling, and vendor relations.

Responsibilities

• Plan and oversee end-to-end logistics for departmental events and conferences.
• Serve as primary contact for organizers and manage invitations and schedules.
• Coordinate housing, venues, catering, AV/IT, and staffing for events.
• Support Introductory Mathematics Program activities and related logistics.
• Maintain administrative workflows and cross-unit collaboration.
• Ensure compliance with university policies and sponsor requirements.

Skills

Excellent organizational skills

Project management

Interpersonal communication

Team collaboration

Independent work

Computer proficiency

Education

College degree

Tools

Microsoft Office

Google Suite

LaTeX

AI tools

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 Programmatic Activities and Events Administrator will assume aleadership role in the day-to-day operations of the MathematicsDepartment's scientific and programmatic events, includingmanagement of the Introductory Mathematics programmatic activities.The Department of Mathematics hosts approximately 250 scientifiquevents per year and a similar number of social events related tothe department's programmatic activities, attracting thousandsofparticipants annually. This position provides subject matterexpertise in event planning and execution.

Job-Specific Responsibilities:

Scientific Event Planning

Strategize end-to-end logistics for Mathematics Departmentscientific events spanning from weekly seminars to specialtylectures, thematic workshops, and multi-day internationalconferences.

Key responsibilities:

• Partner with faculty and scientific committees to determineevent budgets and logistics
• Serve as the primary point of contact for organizers ofseminars, conferences, workshops, and special lectures
• Interact and negotiate with vendors and strategic partnersregarding event logistics
• Determine programmatic content and plan and manage daily eventschedules
• Define technological requirements, plan for adequate equipment,and ensure necessary workforce is provided
• Determine invitation lists and execute invitationsaccordingly
• Create event budgets and forecast spending in coordination withAssistant Director of Finance.
• Ensure adequate staffing is available and create staffschedules in coordination with department leadership
• Market events in coordination with the Engagement Strategy andOperations Manager.
• Assess and coordinate housing and accommodation needs forattendees of all Mathematics Department scientific events,including conference and workshop participants, as well as seminarspeakers. This involves anticipating needs, maintainingrelationships with preferred housing providers, and resolving anyissues that arise during visitors' stays.

Social Events & Banquet Planning

Lead, plan, and execute social events related to programmaticactivities, such as after-conference banquets and receptions,typically serving 100 or more guests per event.

Key responsibilities:

• Identify and negotiate with venues, develop menus incoordination with catering vendors and faculty organizers
• Determine invitation lists and create seating assignments
• Evaluate audio-visual and IT setup, and oversee on-sitelogistics to ensure a seamless experience for all attendees

Introductory Mathematics Program

Oversee the programmatic activity needs of the IntroductoryMathematics Program, which serves approximately 2,500 students peryear.

Key responsibilities:

• Provide logistical planning and budget coordination for a widerange of events related to the Introductory Mathematics Program,including pedagogy seminars, social activities, and weeklylunches
• Assist with other academic needs: letters of recommendation,printing and distributing class materials, out-of-sequence exams,room reservations, etc.

Administrative Operations

Serve as a key resource in the successful management of thedepartment's administrative workflow and staff schedules to ensurestaff availability for events and programmatic activitiescoverage.

• Other administrative tasks as required

Working Conditions:

• 5 days on-site
• Regular schedule: Monday–Friday, 9 AM–5 PM
• Overtime required during events (early mornings, lateafternoons, or both; and occasional weekends)

Qualifications

Basic Qualifications:

• A minimum of 5 years of experience is required. Educationbeyond high school may count toward experience.
• Event management experience is required.

Additional Qualifications and Skills:

• Excellent organizational skills with particular ability toprioritize work in an environment with multiple and conflictinginterests.
• Proven project and/or program management skills. Excellentinterpersonal and communication skills.
• A dedicated team player; ability to work successfully as partof a team, as well as across units, departments, and externalinstitutions with a variety of projects and constituencies,including faculty, students, researchers, and staff.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information withdiscretion.
• Competency using a variety of computer software.
• Strong computer skills, including proficiency with MicrosoftOffice (including Word and Excel) Google Suit, LaTeX, and AItools.
• College degree strongly preferred.

Additional Information

• Standard Hours/Schedule: 35 hours per week.Monday–Friday, 9 AM–5 PM
  • Overtime required during events (early mornings, lateafternoons, or both; and occasional weekends)
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • All formal offers will be made by FAS Human Resources

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 055. 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 & Wellbeing Page.

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.