The Department of Organismic and Evolutionary Biology (OEB) seeks a proactive and experienced Events Coordinator to organize and execute the department's event programming under the direction of the executive director and other administrative staff within OEB, and in coordination with affiliated institutions including the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH).
Reporting to the Associate Director of Administration, the Events Coordinator will provide administrative, logistical, and creative support for the department's wide array of events including academic conferences, meetings and seminars, retreats, symposia, and other department-wide social events. This person will work with faculty, staff, students, and postdocs across OEB, the MCZ, and the HUH, to help plan events for the community. They will establish key relationships with stakeholders to ensure a full understanding of their event needs and meet regularly with stakeholders throughout every stage of planning.
Responsibilities for the Events Coordinator include but are not limited to the following: developing timelines; maintaining the department's events calendar; securing venues; coordinating logistics including travel and lodging with invited speakers, and proactively anticipating their needs; serving as liaison with faculty, other departments, as well as university and external contacts; assisting with preparation of event programs and other event materials; managing virtual events (Zoom setup, behind-the-scenes help; Q&A management); securing honoraria payments; reviewing and approving vendor invoicing. This position will be in charge of coordinating several seminar and lectureship series, including the OEB Seminar Series, the Prather lectures organized in collaboration with the Molecular and Cellular Biology (MCB) department, and the Plant Biology Initiative's annual symposium. The Events Coordinator will also work closely with the OEB Diversity, Inclusion and Belonging (DIB) Committee members to support DIB specific events and initiatives. Additionally, this position will oversee or contribute to special projects as required and will perform other relevant duties and responsibilities as assigned to support the OEB department and affiliated institutions. This position is fully on-campus.
Minimum five years of progressive events management experience. Education may count towards experience.
Additional Qualifications and Skills
Bachelor's degree or relevant coursework in hospitality management; excellent organizational, interpersonal, and problem-solving skills; attention to detail, and the ability to work independently as well as part of a team; demonstrated project management, negotiation, and written & verbal communication skills; prior budgetary responsibility, as well as understanding of financial policy and transactions; a strong commitment to customer service and experience working in an academic setting.
Ability to lift/move at least 50 lbs. required (involves setting up and breaking down chairs, tables etc.).
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.
A resume and cover letter must be submitted in order to be considered for this position.
Harvard University will not provide visa sponsorship for this position.
***All formal offers will be made by FAS Human Resources.
About OEB OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.
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.
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.
About Harvard University Faculty of Arts and Sciences
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. The 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.