Events Logistics Coordinator - Military veterans preferred

Events Logistics Coordinator

ID: 001238SR
JOB FUNCTION: General Administration
LOCATION: Cambridge
WORK FORMAT: Hybrid
JOB TYPE: Full-time
BRAND: Harvard Faculty of Arts and Sciences

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 Harvard Ukrainian Research Institute (HURI) organizes on-campus and virtual programming intended for the Harvard community, the broader community of Ukrainian studies scholars, and the public. Events include international conferences, weekly seminars, special lectures, meetings with high level government officials and other VIPs, and occasional cultural events and exhibitions. The Events Logistics Coordinator works closely with and takes direction from the Institute’s Programs Manager to ensure that HURI’s events-related operations run smoothly and efficiently. The position comes under the overall supervision of the Executive Director.

The Events Logistics Coordinator is responsible, individually and in collaboration with other HURI staff, for the execution of event details which include logistical organization; creation of event materials-promotional and non-promotional (print and digital); arrangement of accommodations, transportation, dining/catering; arrangement of audio-visual and other technical needs; sending event invitations; and intra-Harvard outreach. This position requires the ability to work proactively in a fast-paced environment to meet deadlines while balancing a variety of tasks with attention to detail. The Events Logistics Coordinator also maintains HURI’s events database; creates event web listings and announcements; collects and formats informational material about speakers/presenters to be used for event publicity purposes; and carries out specified event follow-up tasks. Overtime, including evening and weekend work, will be required, as determined by the events schedule.

Job Specific Responsibilities:

A. Event Logistics

1. Work with HURI Programs Manager to plan event logistics; facilitate events execution on-site.
2. Coordinate facilities, media services, catering, hospitality, travel, transportation, rental equipment, university service departments and other service providers; such coordination includes but is not limited to the following: reserve event space and manage related space needs: coordinate multi-media resources; ensure the proper set up of presentation audio-visual requirements which includes coordinating with Harvard media services or outside vendors as needed.
3. Reserve event venues using RoomBook and coordinate with Harvard operations teams on space set-up.
4. Coordinate and arrange travel and lodging for invited Institute presenters and guests.
5. Communicate regularly in writing with event organizers, participants, and service providers to ensure all details are accurately shared and confirmed.
6. Provide event attendees with necessary information and addresses attendees’ concerns.
7. Maintain events records (e.g. event recordings, paraphernalia, event details, attendance records, etc.) for internal and external reporting, evaluation, and future use.
8. Supports technical production of virtual events, including creating and hosting Zoom webinars, livestreaming event content, and participating in events-related digital initiatives such as recording content for the HURI website.

B. Event Publicity

1. Work closely with Communications Manager and Programs Manager to execute events related promotion.
2. Maintain HURI web event calendar, and event pages on website and Facebook, including co-sponsored events and featured events; assist in the dissemination of other event advertising, such as announcements in the Gazette or other media platforms, email invitations, or other avenues as needed.
3. Produce weekly event announcement emails, digital posters and print posters. Maintain list of upcoming HURI events and outside events for weekly emails.
4. Work with communications staff on special events.

C. Compliance

1. Responsible for updating and maintaining speaker release forms.
2. Stay informed on Harvard events and travel policies.

D. Administrative Support

Carry out other duties and responsibilities in support of Institute activities as needed. Some light lifting required.

Working Conditions:

Working at a desk in an office and at event venues.

Physical Requirements:

Light lifting (up to 25 pounds) will be required.

Basic Qualifications:

• 2+ years of administrative experience; a combination of education and experience may be considered.
  
• At least one year of related experience.

Additional Qualifications and Skills:

• Demonstrated proficiency with standard office software required, including Microsoft Word, Excel, PowerPoint, and Outlook.
  
• Excellent oral and written communication skills in English.
  
• Strong administrative, organizational, and problem-solving skills, with keen attention to detail.
  
• Highly organized, flexible, and able to handle multiple tasks. Able to work independently with minimal supervision and to meet multiple deadlines in a busy office environment.
  
• Experience and a high degree of comfort working with and learning new technology and the use of multi-media equipment.
  
• Coursework/background in Slavic studies helpful. Ukrainian language skills preferred.
  
• Prior work experience at Harvard and knowledge of Harvard administrative systems preferred.
  
• Experience with Adobe Creative Cloud Applications, including InDesign preferred.
  
• Ability to develop collaborative working relationships inside and outside the Institute and become an integral member of our team, as needed.

• 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
• Other Information:
• HURI staff work in a hybrid manner with a minimum of 3 days on campus. Number of days on campus may occaisonally increase depending on unit needs.
• For full consideration, please include a cover letter with your application.
• All formal written offers will be made by FAS Human Resources.

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources 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 visit? Harvard's Salary Ranges? to view the corresponding salary range and related information.

Benefits

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

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 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.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

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