Manager, Event & Media Production Coordination

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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology.

Job Description

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in FAS's Education Support Services. Key responsibilities include management of the team's two E&MP Event and Media Production Coordinators who triage requests, collect preproduction information from clients, and communicate production details to the E&MP team.

This role is owner of the unit’s scheduling and project management environment ServiceNow, FileMaker, Farmerswife/Cirkus, oversees interface with EMS RoomBook and ServiceNow integration. The manager is responsible for collecting and reporting service data metrics, and handles invoicing and receivables for the unit. Additionally, they will work closely with the Director of Events and Media Production, Manager of E&MP Studios, Manager of Field Events, Production Managers and other managers and coordinators within ESS to staff and plan a wide range of complex events and allocate resources.

Job-Specific Responsibilities:

Staff Management

• Manages two Event and Media Production Coordinators to ensure that all requests for events, media production, and high-end event support from faculty, staff, students, and the extended Harvard community are promptly addressed.
• Creates processes, workflows, systems to support this unit’s goals and for the performance management of direct reports to accomplish goals of Event Production Coordination Team.

Workflow Management

• Assigns the events and studio production requests to the two event and media production coordinators.
• Oversees the scheduling of production projects, establish realistic client expectations for deliverables, and book technical staff on sessions and events in the field or studio, in consultation with the relevant E&MP Manager(s).

Harvard Policies and Compliance

• Collaborates closely with clients to ensure field and production events are in compliance with Harvard’s digital accessibility and data security policies.

Delivery and Quality Check of Products

• Oversees and responsible for the delivery of media products to clients.

Billing for Events and Media Production

• Collaborates with Financial Administrator of ESS for all event financials and reporting.
• Manages invoicing and estimates for billable services (1400 + events currently).

System Administration

• Administers the department’s scheduling, staffing and billing system.
• Creates metrics and generates reports on the E&MP portfolio for ESS Leadership.

Qualifications

Basic Qualifications:

• 3+ years of relevant experience in event and studio production coordination

Additional Qualifications and Skills:

• Bachelor’s degree (in media production or related field desirable)
• Understanding of live streaming workflows and closed captioning.
• Experience managing reservation software (Farmerswife - Cirkus, FileMaker, etc), advanced excel, SmartSheet
• Exceptional verbal and written communication skills.
• Superior project management and organizational skills.
• Detail-oriented, persistent follow-up, and an ability to juggle shifting priorities.
• Experience managing staff including performance management, mentoring, regular meetings and working closely with HR.