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. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines - and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused and accountable IT professional who also connects with the importance of collaborating well in a team environment we are looking for you!

More About HUIT:

Our Mission: huit.harvard.edu/about

We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery.

HUIT's core values are:

• Human-centered
• University-focused
• Innovation-driven
• Team-oriented

IT Academy (designed for IT Staff):

HUIT's IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills.

Learn more here: https://itacademy.harvard.edu/.

Job Description

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in HUIT'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).
• Designs, creates and teaches the workflow and systems to support the coordination of field and studio production events.
• Oversees creation of call sheets and/or FileMaker Job Slips to communicate production requirements to the team.
• Defines the scope of work for the technicians.
• Oversees scheduling of live-streams and live-captioning.
• Coordinates media lifecycle with the Chief Engineer and Media Production Manager.

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 (FAS, Harvard wide, and external clients).
• Ensures that our team has the necessary access to the client's platform, as well as all pertinent information.

Delivery and Quality Check of Products

• Oversees and responsible for the delivery of media products to clients (Manager is the main point of contact with the client for the final deliverables)
• Communicates revisions and corrections to Studio and Field Production Manager(s) when needed.

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).
• Ensures that bills are processed and paid via checks and billing codes.

System Administration

• Administers the department's scheduling, staffing and billing system.
• Customizes system to meet department's changing needs.
• Onboards and offboards staff onto these systems.
• Creates metrics and generates reports on the E&MP portfolio for ESS Leadership.

Qualifications

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• 3+ years of relevant experience in event and studio production coordination
• Supervisory experience, managing staff including performance management, mentoring, regular meetings and working closely with HR.

Additional Qualifications and Skills:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• 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.

Additional Information

• Working Conditions: This position is based primarily on-campus, in Massachusetts.
• Physical Requirements: Ability to lift 25 lbs.
• Standard Hours/Schedule: 35 hours per week Monday-Friday, 9am-5pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: Please provide a cover letter and resume as one document with your application. This position has a 180-day orientation and review period.