The Department of Microbiology and Immunobiology seeks a detail orientated and enthusiastic individual to work as our Events Coordinator. Reporting to the Director of Research Administration, the Events Coordinator provides administrative and logistical support for department events as well as those of the Division of Immunology, which is situated within the Department. The responsibility of the Events Coordinator is to ensure the smooth functioning of department and division events that includes regular and special seminars and journal clubs and annual events like retreats, holiday parties, and symposia and conferences. Responsibilities encompass all aspects of events planning, including accommodations, transportation, event registration, catering and food service and venue security and facilities e.g. audio-visual. Additional duties may require assisting with the setup/take down of events. The Events Coordinator is responsible for financial oversight of all events, including preparing and working with an approved budget, negotiating contracts with vendors and venues and arranging invoice payments, setting up invited guests' reimbursements, and making decisions related to vendor/venue selection. The Coordinator may work with members of the Department and/or Division faculty and staff to plan many of our events.
The Events Coordinator is also responsible for the advertisement of Department/Division events, creates and distributes event flyers to internal and external recipients, and updates the Department website and other social media with changes in information and news. In addition, the Events Coordinator is responsible for overseeing the Department's public-facing email accounts and managing listservs and other mailing lists.
The Events Coordinator is responsible for overseeing and maintaining the Department's online calendar system for conference and meeting rooms and room scheduling and for resolving conflicts and prioritizing demand. This individual may also provide miscellaneous additional administrative and clerical support, including but not limited to ordering supplies, photocopying or scanning, faxing, organizing files, researching topics online, and light calendaring/scheduling. When necessary, the Events Coordinator provides support for departmental administrative staff or the Department Chair's assistant.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Three or more years of demonstrated administrative, program coordination or event planning required.
Bachelor's degree strongly preferred. Some management experience helpful. The successful candidate will have superior organizational skills and a proven ability to effectively handle quickly changing priorities and to adjust work flow accordingly, both as part of a team as well as independently with minimal supervision. Because this position interacts with a variety of department members at all levels, excellent oral, written, and interpersonal communication skills are required. Demonstrated experience organizing and completing assignments with accuracy amid interruptions; attention to detail is imperative. Mature attitude, sense of humor and grace under pressure. Flexible work hours may be required from time to time to meet event needs. Familiarity with website content management, social media and graphic design a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.