67858BRAuto req ID:67858BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Cambridge Business Title:Events CoordinatorSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: + Must have a minimum of two years of experience in planning and coordinating meetings and events or transferable experience.  + Must have working proficiency in Microsoft Excel, Word and Outlook software with technological adeptness for other platforms.  + Overtime required (can be significant during peak periods) including evenings and weekends.  + Job requires standing for long periods of time and the ability to lift and carry heavy objects.  + May travel in order to staff events. Additional Qualifications and Skills: + BA/BS degree from an accredited university preferred; two or more years related office experience, preferably in an academic environment.  + Must be highly organized, detail-oriented, and have strong interpersonal and tactful communication skills.  Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors.  Works well on a large team.   + Must be flexible and possess the ability to handle multiple tasks accurately under multiple and competing deadlines. Must be able to work independently and take initiative.  Must have ability to handle confidential materials with discretion. + Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual.  Should have ability to think strategically and conceptually, and display sound judgment. + Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is essential.  Intermediate/advanced Filemaker Pro skills a plus.  Intermediate/advanced Zoom meeting and webinar skills a plus. + Aptitude for technology and willingness to embrace different technology platforms.  + Must be energetic, motivated to learn, and open to change.  + Excellent speaking, writing, and client service skills required. Professional phone etiquette required. Additional Information: + This position requires a 3 month orientation and review period. + Please include a cover letter with your application. To learn more about the AA&D team, please visit our Careers site at https://alumni.harvard.edu/careers To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/. Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know. COVID 19 Vaccination Information: 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. Department:Alumni Affairs and DevelopmentPre-Employment Screening:Identity Job Function:Alumni Affairs and Development, General AdministrationPosition Description: + Create and maintain FileMaker Pro database of event invitees, the main event tracking tool.  Significant amount of computer work, downloading the invitation pools, creating tracking systems for each event, recording the responses, creating reports that include all results, and data entry of incoming responses.  + Coordinate all assigned event mailings including save-the-date, invitation and confirmation mailings. + Communicate with guests by phone, in writing, and at events. + Design and produce reports and production materials (name tags, seating tags, place cards, tent cards etc.). Includes proofing of event materials for all department events. + Responds to questions from staff, faculty, vendors and guests. + Manage Perfect Table seating databases. + Regularly attend internal training for event platforms and systems. Oversee and help develop the training of new Coordinators and Staff Assistants, including creating and maintaining training documents.  + Provide research and support to Event leads, such as briefings or projects as needed.  + May be asked to lead select small events or take on areas of larger events, which could require negotiation with vendors in a professional and informed manner, organizing logistical needs, creating timelines, maintaining budgets, recruiting and assigning staff for execution of event.   + Assigned department specific projects including developing organization systems and department statistical reports. + Tactful judgement, forward thinking, resourcefulness and proactivity are all necessary. Ability to handle confidential information at all times. School/Unit:Alumni Affairs and Development 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.Job Summary: Alumni Affairs and Development (AA&D) Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas. Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work. AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP). As a member of the Alumni Affairs and Development Events team, this full-time, overtime eligible position reports to the Associate Director, AA&D Events. The Events Coordinator is responsible for creating and managing event databases, tracking invitee responses, event production, event execution, training new hires, and projects as required. In addition to technical support and database management, this role may be responsible for the coordination of select small events that are internal or external to the organization. The Events Coordinator may be tasked with event research projects, shadowing event leads, and other tasks as assigned. This role will primarily support the event priorities of the Faculty of Arts and Sciences (FAS). Commitment to Equity, 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.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. Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-JP1Work 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. This position is hybrid, but the exact schedule may be subject to change due to any operational adjustments in the department.