Manager, Event & Media Production Coordination

Harvard University • Cambridge, MA

27d • Hybrid

About The Position

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in HUIT’s Education Support Services. Key responsibilities include management of the team's two E&MP Event and Media Production Coordinators who triage requests, collect preproduction information from clients, and communicate production details to the E&MP team.
This role is owner of the unit’s scheduling and project management environment ServiceNow, FileMaker, Farmerswife/Cirkus, oversees interface with EMS RoomBook and ServiceNow integration. The manager is responsible for collecting and reporting service data metrics, and handles invoicing and receivables for the unit. Additionally, they will work closely with the Director of Events and Media Production, Manager of E&MP Studios, Manager of Field Events, Production Managers and other managers and coordinators within ESS to staff and plan a wide range of complex events and allocate resources.

Requirements

• 3+ years of relevant experience in event and studio production coordination
• Supervisory experience, managing staff including performance management, mentoring, regular meetings and working closely with HR.

Nice To Haves

• Bachelor’s degree (in media production or related field desirable)
• Understanding of live streaming workflows and closed captioning.
• Experience managing reservation software (Farmerswife – Cirkus, FileMaker, etc), advanced excel, SmartSheet
• Exceptional verbal and written communication skills.
• Superior project management and organizational skills.
• Detail-oriented, persistent follow-up, and an ability to juggle shifting priorities.

Responsibilities

• Manages two Event and Media Production Coordinators to ensure that all requests for events, media production,and high-end event support from faculty, staff, students, and the extended Harvard community are promptly addressed.
• Creates processes, workflows, systems to support this unit’s goals and for the performance management of direct reports to accomplish goals of Event Production Coordination Team.
• Assigns the events and studio production requests to the two event and media production coordinators.
• Oversees the scheduling of production projects, establish realistic client expectations for deliverables, and book technical staff on sessions and events in the field or studio, in consultation with the relevant E&MP Manager(s).
• Designs, creates and teaches the workflow and systems to support the coordination of field and studio production events.
• Oversees creation of call sheets and/or FileMaker Job Slips to communicate production requirements to the team.
• Defines the scope of work for the technicians.
• Oversees scheduling of live-streams and live-captioning.
• Coordinates media lifecycle with the Chief Engineer and Media Production Manager.
• Collaborates closely with clients to ensure field and production events are in compliance with Harvard’s digital accessibility and data security policies (FAS, Harvard wide, and external clients).
• Ensures that our team has the necessary access to the client's platform, as well as all pertinent information.
• Oversees and responsible for the delivery of media products to clients (Manager is the main point of contact with the client for the final deliverables)
• Communicates revisions and corrections to Studio and Field Production Manager(s) when needed.
• Collaborates with Financial Administrator of ESS for all event financials and reporting.
• Manages invoicing and estimates for billable services (1400 + events currently).
• Ensures that bills are processed and paid via checks and billing codes.
• Administers the department’s scheduling, staffing and billing system.
• Customizes system to meet department’s changing needs.
• Onboards and offboards staff onto these systems.
• Creates metrics and generates reports on the E&MP portfolio for ESS Leadership.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Manager