Programs & Events Operations Manager at Harvard Hillel
About The Position
The Programs & Events Operations Manager serves as the operational backbone of Harvard Hillel's Student Life team. Working closely with the Director of Student Life and program staff, this role ensures that Harvard Hillel's programs and events are thoughtfully planned, financially managed, and executed with excellence. By coordinating logistics, vendors, budgets, facilities, hospitality, and administrative systems, this role enables program staff to spend more time building relationships with students and creating meaningful Jewish experiences. The position also supports select alumni, donor, family, and board events, helping create an organized, welcoming, and professional experience across Harvard Hillel. The ideal candidate is highly organized, proactive, detail-oriented, and enjoys building systems that help others succeed. They are equally comfortable planning behind the scenes and calmly coordinating logistics during major events.
Requirements
- Three or more years of experience in operations, administration, event coordination, project management, higher education, hospitality, nonprofit administration, or a related field.
- Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
- Experience managing budgets, vendors, purchasing, contracts, invoices, and reimbursements.
- Strong attention to detail and outstanding written and verbal communication skills.
- Confidence using tools such as Monday.com, spreadsheets, and databases.
- A proactive, service-oriented approach with the ability to anticipate needs, solve problems, and build strong collaborative relationships.
- Willingness to work occasional evenings, weekends, and holidays.
Responsibilities
- Coordinate logistics for student programs, Shabbat and holiday experiences, retreats, leadership initiatives, classes, and community events.
- Manage room reservations, registrations, catering, vendors, event timelines, supplies, signage, and purchasing.
- Coordinate facilities needs including room setup, audiovisual support, building access, security, deliveries, and event readiness.
- Serve as the operational point person for assigned events, ensuring logistics run smoothly before, during, and after each event.
- Support student leaders with purchasing, reimbursements, vendor coordination, event planning, and building procedures.
- Help create exceptional experiences through thoughtful hospitality, organization, and attention to detail.
- Track program budgets and monitor event spending in partnership with Student Life and Finance.
- Process purchase requests, invoices, contracts, reimbursements, deposits, and vendor payments.
- Maintain accurate financial records and operational documentation.
- Coordinate vendor communication and ensure expenses are processed accurately and on time.
- Maintain planning tools, calendars, templates, checklists, and operational documentation.
- Improve workflows for event planning, purchasing, vendor management, and administrative processes.
- Maintain shared systems, including Monday.com, that support collaboration across departments.
- Identify opportunities to improve efficiency, strengthen processes, and enhance the overall participant experience.
- Partner with colleagues across Student Life, Facilities, Operations, Finance, Development, and Communications to support organizational priorities.
- Contribute to a collaborative culture grounded in professionalism, hospitality, responsiveness, and continuous improvement.
Benefits
- Comprehensive medical, dental, vision, retirement, and paid time off benefits
- Professional development opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
