"Campus Operations and Events Coordinator"

Job Description

Reporting to the Assistant Director of Events and Campus Operations, the Events and Operations Coordinator is responsible for providing superior customer service and performing a range of administrative duties to support CPO’s operations. The Coordinator will assist in daily events and work order operations of all spaces in HKS Main Campus and off-site locations.

Events and Room Reservation Coordination

• Collaborate, meet, coordinate and support various events including Executive Education Programs, Degree Programs, other HKS Departments and all Centers provide all event needs with strong attention to detail, including logistics, signage, labor charges, room setups, and communication
• Collaborate with the Director of Administration to support various key events, including HR functions, Dean’s events, and other established events.
• Coordinate and produce set-ups (room diagrams), event signage and placement when needed with relevant groups.
• Track and document event charges invoices (Last minute charges, evening, and weekends)
• Coordinate quarterly event furniture audits
• Ad hoc community training regarding room booking, any restrictions, policies, procedures and general event management information
• Manage Student led conferences by working with students and the Office of Student Services/DPSA. Meet with all Student organizers 6-8 weeks before the conference and assist students plan and organize these conferences.
• Run the weekly CPO lead events meeting—track large events, agendas, communications, information gathering, updating and follow up with key stake holders
• Work regularly in the Event Management System. Understands scheduling restrictions, policies, and procedures. Coordinate events by adding workorders, working with various service providers within Campus Planning & Operations, Media Services, Catering and rental vendors to ensure seamless events.

General Administrative Duties

• Primarily responsible for fielding, assigning, and approving work requests using the HKS work order system, M/X.
• Helps to answer CPO helpdesk and event phones and provides information or redirects calls as necessary. POC for customer walk-ins and emails.
• Work with leased building contacts/systems to enter, follow up, coordinate, and update service calls and tasks.
• Provides a range of administrative support to CPO’s leadership and staff as needed including scheduling rooms and meetings and processing financial transactions.
• Locker repairs/workorder request coordination and end of year closeout coordination.
• Special CPO projects as assigned.
• Daily check of the CPO Alerts emails and follow up

Physical demands and work environment: This is based on the Cambridge, MA campus 5 days/week. Able to work evening hours/or weekends, or holidays as needed. This position involves occasionally lifting and moving loads weighing more than 20 pounds. Will be required to travel to multiple locations around campus daily.

Qualifications

Basic Qualifications:

• Minimum of three years of customer service and administrative support work experience required.

Additional Qualifications and Skills:

• Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint, and Outlook applications.
• Strong organizational skills with the ability to effectively prioritize and manage multiple work assignments in a dynamic environment.
• Knowledge of various building word order systems, EMS, and Witts Mailroom/Software preferred
• Demonstrated ability to deliver exemplary customer service in a fast-paced, high-pressure environment, with a strong focus on problem-solving, clear communication, and maintaining a professional demeanor in all interactions.
• Excellent written and verbal communication and interpersonal skills are required for supporting staff, fellows, and external stakeholders.
• Proven ability to work effectively as a team player, contributing to a collaborative and supportive work environment.
• Working knowledge of audio-visual hardware, software applications, video conference technologies, and related computer systems and programs.
• May be asked to work evening hours/or weekends, or holidays as needed
• Mailroom backup when needed.
• This position involves occasionally lifting and moving loads weighing more than 20 pounds
• Must be able to travel to multiple campus locations daily as part of regular job duties.
• Bachelor’s degree is not required, but a plus.

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
• Other Information: This position is based on campus in Cambridge, MA 5 days/week

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.