Event and Media Production Coordinator

04-Sep-2024

Event and Media Production Coordinator

Faculty of Arts and Sciences

66653BR

Job Summary

The Events and Media Production Coordinator is an integral part of the Event and Media Production group which supports non-curricular events hosted by Harvard faculty, students, and administrative staff on the Faculty of Arts and Sciences (FAS) campus, including high-profile lectures and symposia, academic conferences, performances, FAS-wide student events such as First Year Experience and diploma ceremonies, during business hours, evenings, and weekends. 

The Event and Media Production Coordinator will be responsible for event intake, from communicating with event clients to tracking, billing, and reporting for all events supported by the Event & Media Production team. They will act as liaison with clients ranging from student groups to distinguished lecturers and senior University administrators planning to execute a range of multimedia events on the Harvard University campus. This person will assess the needs of each client and make recommendations (technical, logistical, and pricing) to best service each request.

Position Description

• Coordinate event requests made by FAS and University clients to ESS.  
• Manage project intake with clients, which often includes email, phone, or Zoom consultations with the requesting client to evaluate their multimedia needs (pre-production, sourcing media, filming, location and talent details, and post-production media editing) to ensure successful request fulfillment. This encompasses triaging the request, collecting pre-production information, and entering all relevant details into event management software. 
• Ensure that event has been approved by FAS and meets campus use policies. 
• Actively communicate and liaise with the client during pre-production and as projects/event progress, ensure that the client is informed of progress, changes, or delays. 
• Create and maintain job records within the departmental service management systems. 
• Coordinate and issue quotes and invoices for internal and external clients. 
• Supports clients in navigating FAS and University policies pertaining to events 
• Coordinate and attend event production meetings and site visits. 
• Responsible for issuing customer satisfaction surveys, and quantifying feedback for management. 
• Produce regular reports and status updates on the event pipeline to service director and departmental leaders. Analyze and report on historical event data as needed. 
• Assist with maintaining an internal annual calendar of upcoming events requiring AV services. 
• Help coordinate with outside vendors on collaborative events to ensure seamless support for the client. 
• Collaborate with event stakeholders in client and partner organizations across the FAS on event-related technology, planning, and best practices. 

Basic Qualifications

• 5+ years of experience in a highly visible client-facing role coordinating complex events; education beyond high school may count toward experience. 
• Experience with Microsoft Office products (Word, PowerPoint, Excel, SharePoint). 
• Experience with systems and/or platforms to support business processes including scheduling, workflow, and event management. 

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn. 

• At least two years of post-secondary education desirable
• Strong organizational skills; strong written and verbal communication abilities
• Broad knowledge of technologies required to support events such as academic symposia, conferences, interviews, multi-camera video recordings, and audio recordings
• Skilled at working with high-profile talent and VIP clients
• Experience coordinating high-profile events in higher education desirable 
• Self-starter, highly motivated, positive attitude, team spirit 
• Proven ability to learn and use new software applications to track and manage services 
• Proven ability to manage multiple projects, competing deadlines, and coordinate assignments across a large team

Physical Requirements

Can lift or carry up to 25 lbs of equipment.

Working Conditions

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

Additional Information

We regret that we are unable to provide visa sponsorship for this position. 

All formal offers will be made by FAS Human Resources. 

About Us

Education Support Services (ESS) provides world-class audiovisual and instructional support, event and media production, training, and consulting services to faculty, staff, and students in the Faculty of Arts and Sciences (FAS).  The team supports the school’s mission by delivering premium technology offerings that enhance and creatively advance the teaching & learning environment.  ESS is comprised of six service groups: Teaching & Learning Support, Integrated Audiovisual Services, Event & Media Production, Language Center, Assistive Technology Services, and Piano Technical Services. 

We believe that creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views the differences we all bring to the workplace as strengths. We actively seek and welcome applications from members of underrepresented groups and from those with a demonstrable commitment to a more inclusive society. 

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

On-Site

Sub-Unit

Administration and Finance

Salary Grade

055

Department

Education Support Services

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Identity

Schedule

Monday-Friday, 9:00am-5:00pm; 35 hours per week

Evening, weekend work, and overtime may be required. 

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.

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