Program Coordinator, Memorial Hall

Harvard University • Cambridge, MA

4d • Onsite

About The Position

The Program Coordinator is a member of the Memorial Hall/Lowell Hall Complex team, reporting to the Program Manager and supporting staff in the administrative office. The Program Coordinator works closely with the Program Manager to schedule events year-round in Memorial Hall and Lowell Lecture Hall. This position is crucial to the daily functions and operations of the Memorial Hall/Lowell Lecture Hall Complex supporting students, faculty, staff, vendors, and visitors with tasks such as fielding time-sensitive email requests, addressing walk-in questions to the front desk, handling administrative duties, maintaining policies and procedures, facilitating the upkeep of the administrative office, and much more.

Requirements

• Bachelor’s degree required
• Three years’ related experience in office administration required
• Excellent communication skills
• Interpersonal skills and cross-departmental relationship holding required.
• Advanced knowledge of Microsoft Office programs.
• Experience with financial administration.
• Proven ability to work within a university setting, particularly in a multi-function facility or a performance environment as well as the ability to interact with both students and professionals.

Nice To Haves

• Office administration in arts administration and/or higher education preferred.
• Experience with venue scheduling and scheduling software (specifically Accruent EMS).
• Knowledge of Adobe Suite.
• Knowledge of Harvard systems preferred.
• Some experience with web page development tools.
• Experience with reviewing policy and procedures to suggest revisions and updates.
• Event management experience preferred.

Responsibilities

• Schedules and coordinates student activity in MemHall venue spaces, including rehearsals, events, meetings, and special requests.
• Disseminates and enforces venue scheduling and use policies for these rooms.
• Assists in maintaining calendar program for all spaces in the Complex, coordinating with the Program Manager and the FAS Classrooms Office to ensure accurate schedules.
• Prints and posts room schedules bi-weekly.
• Maintains access lists, contracts, access, and keys for specialized music rehearsal spaces.
• Coordinates Lowell Lecture Hall application process for academic year student performance slots.
• Directs students and general inquiries to other University resources for arts and activity venues as necessary.
• Assists Program Manager with Sanders Theatre rental inquiries and materials.
• Maintains and updates FileMaker database used by programming and production sub departments.
• Collaborates with senior management on special projects, including Office for the Arts events in Memorial Hall, annual cross-campus events including Arts Fest and other departmental projects as needed, principally organizing and coordinating information flow between department clients and Harvard service providers.
• Administers daily administrative office opening and closing procedures. The Memorial Hall Administrative Office is open from 10am to 6pm.
• Fields phone calls, emails, walk-in business, and visitors. Maintains a welcoming environment for all.
• Ensures timely communication of information between Facility, Programming, Production and Box Office sub departments as needed.
• Assists in communicating department information and policies to students, faculty, staff, and community participants of the Complex’s activities.
• Updates web pages using CampusPress platform.
• Administers office supplies and equipment including administrative service vendors.
• Administers student locker assignments and annual renewals.
• Administers and reconciles lost and found service each season.
• Distributes mail, processes shipping, and accepts deliveries.
• Processes financial transactions using Buy2Pay, Concur, Credit Voucher systems and check deposits, maintaining transactional records and complying with university requirements and government regulations.
• Provides reports for non-personnel operating budgets and special projects, tracking costs against budgets.
• Submits facility work requests into PRESTO dispatch system.
• Works with Production Manager and Building Manager to program ID cards in door access system and programs access times for the department’s facilities.
• Special Projects as determined by the department.

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: Entry Level