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Events Coordinator

Events Coordinator

locationUnited States
PublishedPublished: 12/8/2023

05-Dec-2023

Events Coordinator

Harvard Kennedy School

64379BR

Job Summary

The Events Coordinator will support  HKS, Dean’s Office and academic events, with specific emphasis on named lectures of the School, as well as events for the Office of the Dean and the Office of Alumni Relations and Resource Development (ARRD).

This position supports engagement of faculty, staff, students, alumni, and friends with the Harvard Kennedy School.

Position Description

  • Provides support to the Managing Director of  Strategic Engagement and Financial Management who sets the strategy for all events.
  • Supports planning and logistics for select School-wide and academic events, as well as events sponsored by the Dean’s Office and ARRD, in particular events led by the Assistant Director of Engagement.
  • Works closely with Managing Director of  Strategic Engagement and Financial Management on the seven endowed lectures which ARRD facilitates. This includes tracking speaker nominations, drafting invitations, and liaising with academic offices, the Dean’s office, and invited speaker’s offices as needed.
  • As the events coordinator, tracks event attendance for ARRD events; serves as the first point of contact for participants; develops timelines and cost estimates; coordinates production of invitations and other electronic or printed materials; manages event logistics and program; secures proposals and estimates from and works with vendors; and provides post event reporting and schedules debriefs. 
  • Works with colleagues on the ARRD Communications team to create communications and event collateral.
  • Drafts briefings for events. Provides event flow outlines for briefings. Works collaboratively with the Office of Communications and Public Affairs, the Dean’s Office, the Institute of Politics Forum staff and other HKS departments to ensure that efforts related to specific events are coordinated and collaborative.
  • Creates online events registration, creating and maintaining websites using approved University event software. Creates marketing emails related to events using a variety of tools.  Develops invitation pools utilizing the Advance database and other data sources from across the school. Tracks event attendance for all assigned events and manages reporting of attendance in Advance database post-event.
  • Conducts post-event debriefs with key stakeholders, formulates recommendations for future activities and maintains planning files and notes for year-to-year tracking.
  • Tracks all event budgets, provides cost-analysis and forecasting information as requested by senior staff.
  • Staffs all assigned events and recruits additional staff to volunteer as appropriate, and as defined by key stakeholders and the   Managing Director of  Strategic Engagement and Financial Management.
  • The above covers the most significant responsibilities of this position.  It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Basic Qualifications

  • 3 years of experience in event planning and program management or donor and alumni engagement activities or comparable experience. 

Additional Qualifications and Skills

  • Must have a proven track record managing complex events.  Knowledge of academic communities and interest in current public policy issues preferred. 
  • Proven ability to work across functional areas, dynamic teams and contracted vendors. 
  • Strong knowledge of MS office suite, experience with web and email technology, experience using databases, ability to learn new technology quickly. 
  • Strong written and oral communication skills. 
  • Willingness to work nights and weekends and travel as needed is required.

Additional Information

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 three 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: $59,027 - $93,064
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. 
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

054

Department

Alumni Relations & Resource Development

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.

EEO 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.

LinkedIn Recruiter Tag (for internal use only)

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