Operations and Events Logistics Coordinator

03-Jan-2025

Operations and Events Logistics Coordinator

Harvard Divinity School

67674BR

Job Summary

*This is a benefits-eligible term appointment through June 30, 2025, with the possibility of an extension, based on the business needs of the department.*

The Harvard Divinity School (HDS) seeks a highly organized and detail-oriented Operations and Events Logistics Coordinator to join its Operations team. Reporting to the Director of Facilities and Operations, this position plays a critical role in supporting the daily operations of the physical campus and providing essential logistical support for events at HDS. This is a hybrid role, with an on-campus presence required for larger events that could take place during non-business hours.

The Coordinator will work independently, performing a wide range of complex administrative and logistical tasks, focusing on providing valuable support rather than serving as the approver of event requests or the primary event planner, unless specifically requested by the Operations Department.

The Operations and Events Logistics Coordinator will work closely with departments across HDS, including the Communications Office, the Office of Academic Affairs (OAA), and the Events Committee, to ensure smooth logistics for events that align with HDS’s mission. The Coordinator will maintain oversight of high-demands paces and provide essential support to event planners, facilitating successful events on campus. This individual will uphold Harvard’s standards of organization, efficiency, and positive communication in a dynamic environment.

Position Description

Operations

• Manage invoice and billing processes for non-HDS use of campus space and for approved weekend events for HDS groups.
• Oversee record-keeping, office occupant locations, key management software, new employee onboarding, parking coordination, and vendor coordination for security.
• Provide support for C-Cure access control administration and act as secondary support to the Operations Building Services Coordinator. Provide access for new employees.
• Maintain and update the HDS Operations/Facilities website, building email lists (CA Lists), and key management software.
• Support space planning and leading moves, organizing both small and large-scale projects, setting project goals, tracking progress, and ensuring effective communication with relevant parties.
• Work closely with the Custodial Supervisor and custodians to prepare spaces for classes, events, and gatherings as needed.

EventLogistics

• Support logistical planning for a wide array of HDS events, including lectures, conferences, workshops, and student or faculty-sponsored events, by coordinating with various departments and service providers.
• Enter school events into a master calendar, keeping it up to date and highlighting potential scheduling conflicts to the Events Committee.
• Monitor reservations for high-demand spaces, including Cader Room, Braun, James Room, Commons, Chapels, and outdoor areas, and coordinate event requests with the Events Committee as needed.
• Act as a liaison between event requestors and the Events Committee, facilitating the booking, approval, and confirmation process.
• Serve as the primary contact within Facilities for event planners at HDS and be on-site for key events to ensure smooth operations.

Additional Responsibilities

• Serve as the point of contact for event-related services, such as room setups, equipment rentals, catering, security, media services, parking, lock shop and day-of-event operations.
• Communicate campus-wide policies and guidelines for space use and event services to internal and external inquiries.
• Staff and assist with large campus events, coordinating additional resources as needed.

Basic Qualifications

• Minimum of 3 years of relevant administrative support experience, preferably in a facilities or operations department. Education beyond high school may count towards experience.
• Proficiency in Microsoft Office.
• Ability to work on campus for key events, which may include occasional evening and weekend hours with advance notice. 
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills

• College degree preferred.
• Prior experience in an academic environment, particularly in event logistics.
• Strong organizational and multitasking skills, with the ability to manage changing priorities and meet deadlines.
• Detail-oriented with excellent interpersonal and communication skills, fostering effective collaboration with HDS departments and vendors.
• Ability to work both independently and collaboratively in a team-based setting.

Work Format Details

This hybrid position is located in Cambridge, Massachusetts, and requires the incumbent to be on campus often; on campus days will vary. Work may be remote, as directed by HDS. All remote work must be performed within one of the Harvard Registered Payroll States, which are currently Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Additional details will be discussed during the interview process.

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:

• Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)
• 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, 12.5holidays 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 $5,250per 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

Facilities

Department Office Location

USA - MA - Cambridge

Job Code

402067 Facilities & Oper Specialist

Work Format

Hybrid (partially on-site, partially remote)

Salary Grade

054

Department

Facilities and Operations

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Appointment End Date

30-Jun-2025

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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