Ops & Conference Coord

Harvard University
Position Title: Ops & Conference Coord
Req ID: 66670BR
School or Unit: Harvard Kennedy School
Description: Job Summary
Reporting to the Director of Campus Operations and Services, the Operations and Conference Coordinator will be responsible for various administrative functions for the office of Campus Planning and Operations (CPO). They will work closely with the Harvard Kennedy School (HKS) community to provide excellent customer service support for events, building concerns, and issues, and will be the main point of contact for Harvard Affiliated requests to host events at HKS. They will build an event management opportunity within HKS to be able to open our facilities to select events within the larger Harvard community and thereby enforce our commitment to helping our Harvard colleagues. This position will need to blend and finesse this new program within our existing operations to not disrupt our already busy and complex HKS events and academic schedules. They will need to deliver a consistently high quality of service for events and school-wide stakeholders. We are seeking a savvy, operational-minded person with an events or campus services background.
Position Description
Administrative & Event Support

• Serves as a member of the room reservations team
• Maintains reservation information in Event Management Software (EMS)
• Reservation approvals
• Provide reservation assistance
• Maintain accuracy of information fields on EMS monthly reporting
• Reviews and analyzes post-event to inform strategy for future events
• Meets agreed upon rental sales goals
• Helps to coordinate weekly event logistics to ensure seamless delivery of events
• Provides administrative support before, during, and after events
• Serves as point of contact for HKS administrative events (school-wide events)
• Coordinates all aspects of the Outside HKS Events/Conferences
• Books space during non-peak times
• Monitors proper approvals
• Works directly with clients to determine logistical goals of each event
• Manages event contracts and insurance requirements for external clients
• Manages billing transactions and quotes
• Provides day of event management and support
• Helps with academic uploads, dashboards, reports, etc.

General Operations Support

• Covers operations/help desk by assisting walk-ins and answering phones
• Coordinates special CPO projects (furniture, painting, moves, etc.)
• Provides administrative support to Security operations
• Filing, document preparation, and other duties as required
• Ad hoc special requests from the CPO team
• Other relevant duties and responsibilities as assigned to support the HKS CPO department

Basic Qualifications

• Minimum of 4 years of related work experience in events, conferences, and/or facilities management.
• Ability to lift/move at least 20 lbs. is required.
• Must be able to work evenings and weekends as required.

Any candidate wishing to be considered must submit a cover letter in addition to their resume.
Additional Qualifications and Skills

• Prior event management preferred with work in an operations type environment.
• Comfortable in multiple event management software.
• Bachelor's degree preferred but not required.

Additional Information
This position is a fully benefits-eligible term appointment ending two year from date of hire, with possibility of renewal.
Any candidate wishing to be considered must submit a cover letter in addition to their resume.
Learn more about our work culture and see yourself at Harvard Kennedy School.
We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of five days per week during the academic year. Specific days and schedule will be determined between you and your manager. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range: $63,000 - $100,200
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
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.

LinkedIn Recruiter Tag (for internal use only)
#LI-NM1
Department Office Location: USA - MA - Cambridge
Job Code: 403040 Coordinator II
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 055
Department: Campus Planning and Operations
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Identity
Schedule: 9-5 Monday through Friday
Commitment to Equity Diversity Inclusion and Belonging: Harvard Kennedy School's Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership-because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School's commitment to Diversity Equity, and Anti-Racism.
EOE 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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