"Seminar & Events Coordinator"

Job Summary

Harvard’s Department of Chemistry & Chemical Biology (CCB) takes an interdisciplinary approach to discover new chemical phenomena, design technologies for a more sustainable and healthy world, and craft novel medicines for uncurable or intractable diseases.

CCB's inclusive, supportive, and innovative community collaborates with a vast network of university- and hospital-based research and education programs. With the creative power of diverse perspectives, we can explore new chemical frontiers and build the next generation of innovative scientists and educators. We educate and train scientists at all career stages and across disciplines, including undergraduate, graduate, and postdoctoral scholars.

The Seminar and Events Coordinator will provide administrative, logistical, and creative support for the Department’s wide range of staff, faculty, scholars and student-facing events. The coordinator will work as a member of the Director’s office team, and will work collaboratively with faculty, students, postdoctoral fellows and staff across the Department.

Job-Specific Responsibilities

• Working with faculty and staff across CCB to plan creative, engaging, timely events for the community.
• Responsible for logistical coordination of several major seminar and lectureship series including the R.B. Woodward Lecture Series in Chemical Sciences, Woodward Visiting Scholar, and Woodward Visiting Professorship programs; and other named and department lectures, seminars and events (approx. 40-55 seminars/year).
• Logistical responsibilities include but are not limited to publicity, speaker invitations, agreements, schedules, accommodations, transportation, catering, audio-visual requirements, and travel reimbursement. Contract negotiations with hotels, caterers, and other vendors. Liaison with speakers, faculty, departmental, university and external contacts.
• Responsible for budget oversight, development and monitoring of restricted seminar funds.
• Room bookings and event logistics for all events (including speaker series, student events, reunions, staff celebrations, faculty milestone events and more…), and Program events as needed (annual graduate student recruiting events and faculty searches event logistics. Acting as a day-of coordinator for in-person events.
• Managing virtual events (Zoom setup, behind-the-scenes help, Q&A management).
• Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops.
• Assisting with semi-annual Visiting Committee and special projects as needed.

Working Conditions

This position has a 4 day in-person requirement minimum. During peak times, a fully on campus schedule may be required-5 days per week. The position will coordinate with the Administrative Coordinator to ensure office coverage 5 days a week- they may not be remote on the same day each week. The successful candidate may explore further flexibility during the summer months as scheduling permits.

Physical Requirements

This position requires the ability to move between event venues and office spaces across campus, set up and break down event spaces (including moving tables, chairs, lightweight signage, and audio-visual equipment up to 25 lbs), and operate standard office equipment. Occasional lifting, carrying, pushing, or pulling of materials and supplies is required, and use of rolling carts to transport event materials may be needed. The role involves periods of standing, walking, and sitting at a desk or registration table. Occasional early morning, evening, or weekend hours may be necessary based on event schedules.

Qualifications

Basic Qualifications

Five or more years of professional experience required, previous event management experience required.

Additional Qualifications and Skills

• Exceptional organizational, time management, and multitasking skills, with proven ability to manage multiple projects and deadlines effectively in a fast-paced environment.
• Strong interpersonal, verbal, and written communication skills; ability to interact professionally and effectively with faculty, students, staff, invited guests, and external vendors.
• High level of professionalism, discretion, and judgement when handling confidential or sensitive information.
• Demonstrated commitment to fostering an inclusive, welcoming, and customer-service-oriented environment for all members and visitors to the department.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom or other virtual event platforms, and willingness to learn university-specific systems (such as room booking/request and reimbursement platforms).
• Experience managing event budgets and working with contracts and vendors is preferred.
• Flexibility, adaptability, and a proactive approach to problem-solving, with willingness to assist wherever needed to ensure the success of department events.
• Ability to work occasional early morning, evening, or weekend hours based on event needs.

Additional Information

• Appointment End Date: This is a one year term position.
• 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.
• Work Format Details: This is a position that is based at a Harvard campus location with some remote work options available. All remote work must be performed within one of the Harvard Registered Payroll States.
• 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 including generous paid time off, medical, dental, and vision health insurance, retirement plans, wellbeing resources, and more.