Programmatic Activities and Events Administrator

SmartRecruiters, Inc.; Cambridge (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

Harvard University’s Mathematics Department seeks a Programmatic Activities and Events Administrator to lead day-to-day operations of scientific and programmatic events, including the Introductory Mathematics program.

The role oversees end-to-end logistics for seminars, conferences, and social events, manages budgets, housing, and staffing, and collaborates with faculty, students, researchers, and staff to ensure seamless experiences.

Qualifications

• A minimum of 5 years of experience is required in event management.
• Education beyond high school may count toward experience.
• College degree strongly preferred.
• Must be proficient in coordinating complex events and budgets.

Responsibilities

• Strategize end-to-end logistics for department scientific events from seminars to conferences.
• Serve as primary contact for organizers of seminars, conferences, and workshops.
• Negotiate with vendors and partners regarding event logistics.
• Plan programmatic content and manage daily event schedules.
• Coordinate housing and accommodation needs for attendees and speakers.
• Oversee social events, including large receptions and banquets.
• Oversee budgeting and forecasting in coordination with finance.
• Ensure staffing and on-site logistics for seamless attendee experience.

Skills

Organizational skills

Project management

Interpersonal skills

Teamwork

Independent work

Discretion

Software literacy

Education

College degree preferred

High school diploma acceptable

Tools

Microsoft Office

Google Suite

LaTeX

AI tools

Job description

Programmatic Activities and Events Administrator

• Full-time
• Work Format: Fully On-Site
• Salary Grade: 055
• Department: Sciences - Mathematics
• FLSA Status: Non-exempt

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 Summary:

The Programmatic Activities and Events Administrator will assume a leadership role in the day-to-day operations of the Mathematics Department's scientific and programmatic events, including management of the Introductory Mathematics programmatic activities. The Department of Mathematics hosts approximately 250 scientific events per year and a similar number of social events related to the department's programmatic activities, attracting thousands of participants annually. This position provides subject matter expertise in event planning and execution.

Job-Specific Responsibilities:

Scientific Event Planning

Strategize end-to-end logistics for Mathematics Department scientific events spanning from weekly seminars to specialty lectures, thematic workshops, and multi-day international conferences.

Key responsibilities:

• Partner with faculty and scientific committees to determine event budgets and logistics
• Serve as the primary point of contact for organizers of seminars, conferences, workshops, and special lectures
• Interact and negotiate with vendors and strategic partners regarding event logistics
• Determine programmatic content and plan and manage daily event schedules
• Define technological requirements, plan for adequate equipment, and ensure necessary workforce is provided
• Determine invitation lists and execute invitations accordingly
• Create event budgets and forecast spending in coordination with Assistant Director of Finance.
• Ensure adequate staffing is available and create staff schedules in coordination with department leadership
• Market events in coordination with the Engagement Strategy and Operations Manager.
• Assess and coordinate housing and accommodation needs for attendees of all Mathematics Department scientific events, including conference and workshop participants, as well as seminar speakers. This involves anticipating needs, maintaining relationships with preferred housing providers, and resolving any issues that arise during visitors' stays.

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

Key responsibilities:

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

Introductory Mathematics Program

Oversee the programmatic activity needs of the Introductory Mathematics Program, which serves approximately 2,500 students per year.

Key responsibilities:

• Provide logistical planning and budget coordination for a wide range of events related to the Introductory Mathematics Program, including pedagogy seminars, social activities, and weekly lunches
• 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 the department's administrative workflow and staff schedules to ensure staff availability for events and programmatic activities coverage.

• Other administrative tasks as required

Working Conditions:

• 5 days on-site
• Overtime required during events (early mornings, late afternoons, or both; and occasional weekends)

Basic Qualifications:

• Aminimum of 5 years of experience is required. Education beyond high school may count toward experience.
• Event management experience is required.

Additional Qualifications and Skills:

• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
• Proven project and/or program management skills. Excellent interpersonal and communication skills.
• A dedicated team player; ability to work successfully as part of a team, as well as across units, departments, and external institutions 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 with discretion.
• Competency using a variety of computer software.
• Strong computer skills, including proficiency with Microsoft Office (including Word and Excel) Google Suit, LaTeX, and AI tools.
• College degree strongly preferred.

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

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 055. Please visit Harvard'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.

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