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Seminar & Events Coordinator
Harvard University in Cambridge, Massachusetts
 
 
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Date Posted 03/22/2022
Category
Admin-Conference And Events Administration
Employment Type
Application Deadline Open until filled
 
 
 
 
 

22-Mar-2022

Faculty of Arts and Sciences

57481BR


Job Summary

The Seminar and Events Coordinator will provide administrative, logistical, and creative support for the Department’s wide range of staff, faculty, scholars and student-facing events. The coordinator will work as a member of the Director’s office team, and will work collaboratively with faculty, students, postdoctoral fellows and staff across the Department. 


Job-Specific Responsibilities

The coordinator’s main responsibilities will be to provide logistical support for all department events and program events as needed; assist with internal and external communications about events; and work with our Diversity, Equity, Inclusion and Belonging Committee to ensure that the Department has a strategic plan to support events and ongoing work in the DEIB space. The coordinator will also manage special projects, as requested, including supporting our Visiting Committee process, governed by the University Overseers, researching special projects, serving as general reception, and creating an inclusive and welcoming face for the CCB front office. There will also be opportunities for the person in this role to grow in their areas of interest within the Director’s office team. 

Specific duties include but are not limited to: 

  • Working with faculty and staff across CCB to plan creative, engaging, timely events for the community.
  • Responsible for logistical coordination of several major seminar and lectureship series including the R.B. Woodward Lecture Series in Chemical Sciences, Woodward Visiting Scholar, and Woodward Visiting Professorship programs; and other named and department lectures, seminars and events.
  • Logistical responsibilities include but are not limited to publicity, speaker invitations, agreements, schedules, accommodations, transportation, catering, audio-visual requirements, and travel reimbursement. Contract negotiations with hotels, caterers, and other vendors. Liaison with speakers, faculty, departmental, university and external contacts.
  • Responsible for budget oversight, development and monitoring of restricted seminar funds.
  • Room bookings and event logistics for all events (including speaker series, student events, reunions, staff celebrations, faculty milestone events and more…), and Program events as needed (annual graduate student recruiting events and faculty searches event logistics. Acting as a day-of coordinator for in-person events. 
  • Managing virtual events (Zoom setup, behind-the-scenes help, Q&A management) 
  • Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops. 
  • Assisting with semi-annual Visiting Committee and special projects as needed.

Basic Qualifications

Five or more years of professional experience required, previous event management experience required. 


Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .


Job Function

General Administration


Location

USA - MA - Cambridge


Job Code

403040 Coordinator II


Department

Chemistry & Chemical Biology


Union

55 - Hvd Union Cler & Tech Workers


Pre-Employment Screening

Identity


Schedule

Monday-Friday, 9am-5pm


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.


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.


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