Position Description

Specific Responsibilities:
Oversee and implement all the Center’s programs of events, conferences, symposia, weekly consortia, master’s and fellowship events, and graduation. The Event Program Administrator will be the main point of contact for all stakeholders and vendors associated with an event. This includes reviewing and management of all contracts applicable to the event, understanding the goals and requirements for each event, managing timelines, creating a run of the show, relaying needed deliverables to responsible staff and vendors, coordinating all assigned event mailings (save-the-date, invitation, and confirmation mailings), managing post-event follow-through (evaluations, communications, reporting, financials), and liaising with speakers, faculty, departmental, university, and external contacts.

In-person and Online events:
Logistical responsibilities include but are not limited to:

• In collaboration with the marketing and communications team to create and manage event publicity and outreach
• Management of speaker invitations, agreements, schedules, accommodations, transportation, and travel reimbursement
• Main point of contact for vendors in catering; audio- visual requirements; venue operations and logistics
• Management of contract negotiations with hotels, caterers and other vendors
• Management of decisions on food and activities for participants; arrange for registration setup; oversee expenditures and monitor toward a defined budget.
• Manage and execute all event operations – preparing venue, decorations, catering, etc.; overseeing event happenings on the day of the event, management of any day-of event personnel where applicable, ensuring all standards are met.
• Create Zoom for virtual/hybrid links; provide resources and training for staff, faculty, and speakers on virtual event hosting and participation; manage behind-the-scenes help and Q&A management.
• Edit and share event recordings and set up live streaming where necessary.
• Work with the finance team to process complex travel arrangements for visiting faculty and lecturers, submit invoices for processing, and process travel reimbursements and honoraria.
• Manage promotional items inventory. In collaboration with the various teams at the Center, would keep track and maintain inventory of all promotional items, working with appropriate vendors for item setup and ordering
• Event information and reporting – track and report on event attendance and audience trends, event feedback, and other relevant data to inform leadership for strategic planning

Basic Qualifications

5+ years of related experience required. Higher education may count toward experience.

Additional Qualifications and Skills

• College degree preferred
• Excellent organizational skills, detail-oriented, experience with travel arrangements and reimbursements, registration software
• Proficiency in Microsoft Excel, Word, and Outlook software with technological adeptness for other platforms
• Proficiency with the following software or comparable applications is desirable: Zoom, Constant Contact, vendor set-up, and website management software

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

Harvard University continues to place the highest priority on the health, safety, and well-being of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to complete an attestation of having received their primary series COVID-19 vaccination prior to hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Individuals may request exemption from the vaccine requirement for medical or religious reasons prior to completing the hiring process. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
 

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.