Events Coordinator

Harvard Medical School

Boston, MA

ID: 7255375 (Ref.No. hh-66035BR)
Posted: June 14, 2024

Job Description

Position Description
The Department of Cell Biology at Harvard Medical School is seeking a talented and highly motivated Events Coordinator to help achieve its research and educational missions by managing departmental events. Reporting to the Executive Director of Cell Biology, the Events Coordinator will support a variety of departmental activities and projects of varying size and scope, and handle multiple responsibilities and competing priorities with efficiency, attention to detail, discretion, and minimal supervision.

Job specific responsibilities:
• Manages administrative, educational, and social events of varying scope and scale, including: seminar series, special lectures, symposia, an annual retreat, and holiday/special occasion gatherings. Takes ownership of events from planning to post-event stages, and works directly with faculty, administrative staff, students, and other researchers to execute events.
• Responsibilities include: researching and recommending vendors/venues; preparing budget projections; negotiating contracts and tracking spending for review; internal and external communications; coordinating accommodations, transportation, registration, catering, security, facilities, audio-visual needs; design and distribution of promotional and conference materials; event setup/take down; tracking of receipts for reimbursements; contracting and payment to internal and external vendors. Provides computer and AV support during events.
• Populates and maintains documentation and databases related to event planning, financial documentation, and best practices.
• Manages events-related email account, online calendars, and room reservations.
• Creates, populates, and maintains written and visual content for departmental website and other
digital/social media.
• Trains department members to provide back-up event support. Provides logistical support and back-up coverage for other departmental staff as needed, including at virtual and in-person events and activities.
• Provides miscellaneous administrative and clerical support consistent with the role, including calendaring, scanning, online research, and ordering supplies. Performs other duties as assigned.
• May provide administrative and project management support for faculty, staff, or trainee-led initiatives or events as time permits.
Basic Qualifications
Three or more years of related administrative experience. Higher education may count towards experience.
Additional Qualifications and Skills
  • Excellent organizational, interpersonal, and problem-solving skills; detail-oriented.
  • Excellent oral and written communication skills.
  • Acts independently and also works well within a team.
  • Interacts professionally and diplomatically with faculty, researchers, staff, and visitors with diverse backgrounds and roles.
  • Able to prioritize and manage multiple tasks under tight deadlines.
  • Handles sensitive issues and confidential information with discretion.
  • Capacity to learn new programs and technologies.
  • Exhibits enthusiasm and a positive attitude.
  • Proficiency with Zoom, Microsoft Office Suite (Outlook, Word, and Excel), and Mac-based operating systems is required (Mac computer will be provided).
  • Familiarity with academic research environment is preferred.
  • Familiarity with Adobe Acrobat, Dropbox, Google apps, Keynote, Slack, and online calendaring/scheduling systems is preferred.
Additional Information
Cover letters are strongly encouraged as part of the application process.

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.

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! ( ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
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.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.