Coordinator, University-Wide Engagement & Events

$58,965 - $93,830/Yr

Harvard University - Cambridge, MA

Full-time - Entry Level

Remote - Cambridge, MA

Educational Services

About the position

The Coordinator for University-Wide Engagement & Events at Harvard University plays a pivotal role in supporting the Alumni Affairs and Development (AA&D) team. This position is integral to the planning and execution of various events organized by the Harvard Alumni Association (HAA), which includes a wide range of intellectual, social, and training programs. The coordinator will be responsible for managing events that can range in size from intimate gatherings of 10 participants to large-scale events accommodating up to 10,000 attendees. This role requires a high level of professionalism and courtesy, as the coordinator will represent the HAA in all interactions with alumni, faculty, and other stakeholders. In addition to event coordination, the position involves engaging with Harvard faculty and alumni through various communication channels, including phone calls, emails, and in-person interactions at events. The coordinator will also be tasked with coordinating complex multi-department special projects, which necessitates the development and maintenance of partnerships with diverse campus colleagues. Administrative support for the University-wide Alumni Engagement department is also a key responsibility, which includes creating web content, registration forms, and surveys for events, as well as handling inquiries related to alumni events. The coordinator will assist with logistical arrangements for department events, which encompasses site selection, contract negotiations, catering arrangements, and audiovisual requirements. The role requires staffing at University-wide events, which may involve occasional evening and weekend hours. Additionally, the coordinator will be responsible for coordinating meetings, taking notes, and following up on action items for University-wide programs and volunteer committees. The position also includes editing and designing presentations and reports for the Alumni Engagement department and the Office of the Executive Director, as well as implementing and maintaining databases to measure alumni engagement. Researching, analyzing, and presenting departmental data will also be part of the coordinator's duties, along with developing systems for cross-department reporting and transparency.

Responsibilities

• Represents the Harvard Alumni Association in a highly courteous, collaborative, and professional manner
• Engages and stewards Harvard faculty and alumni by phone, in writing, and at events
• Coordinates complex multi-department special projects
• Develops and maintains partnerships with numerous and diverse campus colleagues
• Provides some administrative support for University-wide Alumni Engagement department
• Creates web presence, registration forms, surveys, and other materials for events
• Handles phone and email inquiries regarding alumni events
• Assists with on-site and logistical arrangements for department events including site selection, contract negotiation, faculty AV requirements, catering arrangements, invitations, and briefings
• Staffs University-wide events (requires occasional evening and weekend hours)
• Coordinates meetings, notes, and follow up for University-wide programs and volunteer committees
• Edits and designs presentations and reports for the University-wide Alumni Engagement department and the Office of the Executive Director
• Implements and maintains database(s) to assist in measuring alumni engagement
• Researches, analyzes, and presents departmental data
• Develops, supports, and maintains systems for cross-department and division reporting and transparency

Requirements

• Minimum of 2 years of relevant experience required
• Computer proficiency (Word, Excel, Zoom, and other related applications) required
• Bachelor's degree from an accredited institution preferred
• Prior experience in event management strongly preferred
• Experience with databases and/or event management technology preferred

Nice-to-haves

• Teamwork, flexibility, demonstrated strategic thinking and writing skills
• Highly organized and able to manage multiple projects under tight deadlines, adapting to changing priorities
• Works effectively in a complex organization with multiple constituencies
• Able to think quickly, remain self-motivated, and develop new skills as needed
• Handles highly confidential information with appropriate discretion and sensitivity

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days per year, 12.5 holidays plus a Winter Recess, 3 personal days per year, and up to 12 weeks of paid leave for new parents who are primary caregivers
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs
• Child and elder/adult care resources including on-campus childcare centers, Employee Assistance Program, and wellness programs
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation
• Tuition Assistance Program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools
• Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses
• Professional Development programs and classes at little or no cost
• Various commuter options including discounted parking and half-priced public transportation passes
• Access to Harvard athletic and fitness facilities, libraries, campus events, and discounts to various services and activities throughout metro-Boston