Events Logistics Coordinator

08-Jan-2024

Faculty of Arts and Sciences

64593BR

Job Summary

HURI organizes on-campus and virtual programming intended for the Harvard community, the broader community of Ukrainian studies scholars, and the public.  Events include international conferences, weekly seminars, special lectures, meetings with high level government officials and other VIPs, and occasional cultural events and exhibitions. The Events Logistics Coordinator works closely with and takes direction from the Institute’s Programs Coordinator to ensure that HURI’s events-related operations run smoothly and efficiently. The position comes under the overall supervision of the Executive Director.

The Events Logistics Coordinator is responsible, individually and in collaboration with other HURI staff, for the execution of event details which include logistical organization; creation of event materials-promotional and non-promotional (print and digital); arrangement of accommodations, transportation, dining/catering; arrangement of audio-visual and other technical needs; sending event invitations; and intra-Harvard outreach.  The Events Logistics Coordinator also maintains HURI’s events database; creates event web listings and announcements; collects and formats informational material about speakers/presenters to be used for event publicity purposes; and carries out specified event follow-up tasks.  Overtime, including evening and weekend work, will be required, as determined by the events schedule.

Position Description

A.      Event Logistics

Work with HURI Programs Coordinator to plan event logistics; facilitate events execution on-site.

Coordinate facilities, media services, catering, hospitality, travel, transportation, rental equipment, university service departments and other service providers; such coordination includes but is not limited to the following: reserve event space and manage related space needs: coordinate multi-media resources; ensure the proper set up of presentation audio-visual requirements which includes coordinating with Harvard media services or outside vendors as needed.

Reserve event venues using RoomBook and coordinate with Harvard operations teams on space set-up.

Coordinate and arrange travel and lodging for invited Institute presenters and guests.

Communicate regularly in writing with event organizers, participants, and service providers to ensure all details are accurately shared and confirmed.

Provide event attendees with necessary information and addresses attendees’ concerns.

Maintain events records (e.g. event recordings, paraphernalia, event details, attendance records, etc.) for internal and external reporting, evaluation, and future use.

Supports technical production of virtual events, including creating and hosting Zoom webinars, livestreaming event content, and participating in events-related digital initiatives such as recording content for the HURI website.

 

B.      Event Publicity

Work closely with Communications Manager and Programs Coordinator to execute events related promotion.

Maintain HURI web event calendar, and event pages on website and Facebook, including co-sponsored events and featured events; assist in the dissemination of other event advertising, such as announcements in the Gazette or other media platforms, email invitations, or other avenues as needed.

Produce weekly event announcement emails, digital posters and print posters. Maintain list of upcoming HURI events and outside events for weekly emails.

Work with communications staff on special events.

 

C.       Compliance

Responsible for updating and maintaining speaker release forms.

Stay informed on Harvard events and travel policies.

 

D.      Administrative Support

Carry out other duties and responsibilities in support of Institute activities as needed. Some light lifting required.

Basic Qualifications

• 2+ years of administrative experience; a combination of education and experience may be considered.
• At least one year of event administration experience.

Additional Qualifications and Skills

• Demonstrated proficiency with standard office software required, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent oral and written communication skills in English.
• Strong administrative, organizational, and problem-solving skills, with keen attention to detail.
• Highly organized, flexible, and able to handle multiple tasks. Able to work independently with minimal supervision and to meet multiple deadlines in a busy office environment.
• Experience and a high degree of comfort working with and learning new technology and the use of multi-media equipment. 
• Coursework/background in Slavic studies helpful.  Ukrainian language skills preferred.
• Prior work experience at Harvard and knowledge of Harvard administrative systems preferred.
• Experience with Adobe Creative Cloud Applications, including InDesign preferred.
• Ability to develop collaborative working relationships inside and outside the Institute and become an integral member of our team, as needed.

Physical Requirements

Light lifting (up to 20 pounds) will be required.

Working Conditions

Working at a desk in an office.

Additional Information

HURI staff work in a hybrid manner with a minimum of 3 days on campus.  Number of days on campus may occaisonally increase depending on unit needs.

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA – MA – Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Arts and Humanities

Department

Ukrainian Research Institute

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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