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.
Social Events & Banquet Planning
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
- Regular schedule: Monday–Friday, 9 AM–5 PM
- Overtime required during events (early mornings, late
afternoons, or both; and occasional weekends)
Qualifications
Basic Qualifications:
- A minimum 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.
Additional Information
- 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
Work Format Details
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.
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, ethnicity, color, national origin, sex, sexual
orientation, gender identity, veteran status, 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.
