Reporting to the Director of Residential Programs, the Program Coordinator provides administrative and event support for the portfolio of Residential Life programs, including programming for the FYE, the House Committees, the Residential Staff Training, Sophomore Orientation programming, and Housing Day events. The Program Coordinator will work regularly with the Director of Residential Programs, but at times they will work independently to represent the DSO, lead events, facilitate meetings, and enforce policies. Constituents include DSO colleagues, Harvard College students, student organizations, University colleagues, and outside parties. The person in this position supports the development of student leadership to create student-initiated programs geared toward the undergraduate population, works with students to develop creative marketing strategies, and offers support and guidance to create a vibrant undergraduate social space.
Position Description
Programming Support (45%)
Coordinate and execute of Residential Life programs, including Sophomore Orientation summer weekly newsletter, 11 canvas modules with 8 campus partners, 4 Housing Day events for 1600-4000 student, 12 events for first 6 weeks of programming, 10 events over winter break, and 30 other Residential Life/ House Committee signature events
Serves as a point of contact for partner offices participating in Residential Life programs, such as the Center for Wellness and Health Promotion, Harvard Art Museums, Harvard Recreation, the American Repertory Theater, Academic Programs Office, and the Office of International Education, FYE, Student Engagement, and others
Provide guideline to students and staff on event and risk management, particularly for late night student-initiated events management while using the Cambridge Queen?s Head, including but not limited to event registration, applying for entertainment licensing with the City of Cambridge, Crowd Certification Managers, etc.
Fosters an inclusive environment reflective of Harvard?s values of diversity and belonging
Performs other duties as assigned
Space Management (30%)
Oversee the management and maintenance of the venue space in the basement of Annenberg, formerly known as Cambridge Queen?s Head Pub
Coordinate rental of premises and audio-video systems as needed, estimated to be 75-100 rentals annually
Establish and maintain close and collaborative relationships with students, staff, faculty, Faculty Deans, FYE, DSO staff, and on- and off-campus clients
Liaise with campus departments and organizations involved with student life including Harvard Police, Securitas, Risk Management, CWHP (Center for Wellness and Health Promotion)
Enforce all local and federal laws, and Harvard University policies and procedures, regarding social event programming, including alcohol policies
Administrative/Financial Support (20%)
Create invoices for 75-100 internal and external CQH space reservations annually
Collect revenue by check for ~25 external space rentals, and deposit checks via credit voucher with assistance of the Assistant Director of Administration and Finance.
Prepare journal spreadsheets for 50-75 internal space rentals annually, with the assistance of the Assistant Director of Administration and Finance
Review monthly reports for CQH operations to ensure all expenses and revenue are recorded on a timely basis
Act as PCard delegate for Director of Residential Programs and assist with monthly reconciliation of 8-15 purchases monthly
Reconcile 8-15 monthly purchases on their own PCard
Act as resource to 3 Residential Programs graduate assistants on financial policies; ensure graduate assistants are documenting purchases made on declining balance cards in alignment with University policy
Facilitate payment to HUPD, FMO, cleaning vendors, estimated at 75-100 invoices annually
Provide accurate and up to date data on the CQH to forecast budgets based on revenue and expenditures
Communications (5%)
Collect content and organize communications for sophomore-specific newsletters distributed at a weekly rate over the summer and a monthly rate during the academic year
Organize website content for Residential Programs and other relevant updates throughout the year
Basic Qualifications
Bachelor?s degree or relevant full-time work experience.
Minimum of 2-4 years relevant work experience
Additional Qualifications and Skills
Experience in student affairs and/or student programming
Demonstrated ability to engage and advise students and student organizations
Event management experience
Knowledge of financial management and budget processes
Demonstrated commitment to work with diverse, talented, and highly motivated undergraduates
Flexibility to work evenings and weekends as needed
Master?s degree preferred
Physical Requirements
In conjunction with events, lifting / moving boxes up to 25 pounds. Travel to locations across campus (up to 6 blocks).
Working Conditions
Primarily office setting, although events may take place outdoors or in alternate campus locations.
Additional Information
This role will work occasional evenings and weekends, as determined by the schedule of DSO programs and CQH events.
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
On-Site
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.