Program Coordinator, Office for the Arts

08-Nov-2024

Program Coordinator, Office for the Arts

Faculty of Arts and Sciences

67252BR

Job Summary

The Program Coordinator provides administrative support for the Associate Director for Programming and Communications. This position supports logistics for guest artist residencies, programming initiatives with students, and special projects. The Program Coordinator also provides administrative support as it relates to budget coordination, processing financial transactions and maintaining the Associate Director’s calendar. This is a 21 hour per week, 10 month per year  position with a variable schedule that may include overtime. This positon is on site in Cambridge MA.

Position Description

Administrative Assistance 30%:

Supports the Associate Director and Guest Artist program, including:

• Scheduling onsite and virtual meetings
• Taking notes at meetings
• Fielding and answering general inquiries from faculty and alumni
• Submitting reports to OFA financial office for honoraria and expense reimbursementsCo
• Processing of invoices and ensuring artists are paid appropriately. 
• Using Harvard University financial systems (Concur, Buy 2 pay)
• Coordinating and assisting with mailings and deliveries
• Ensuring that all material used/created during the guest artists visit is archived and maintained.

Event Support & Special Projects 70%

•  Advancement Support for Guest Artist programs and Special Projects Including:
• Coordinating and overseeing set up and breakdown of onsite events
• Coordinating virtual event logistics
• Arranging visiting artist travel, accommodations, and onsite expenses such as local travel and catering orders
• Drafting and updating itineraries
• Providing logistical support during guest artist visits and events
• Creating timelines in partnership with stakeholders
• Coordinating communications with stakeholders including email communications, scheduling group meetings, and developing and distributing agendas for meetings
• Assisting compiling invitations and guest lists
• Coordinating with facilities, media services, photographers, and other service vendors
• Purchasing supplies and ordering catering, preparing signage
• Monitoring expenses within the project budget
• Processing Expenses
• Provide logistical support
• Assisting in coordination and executive of marketing including postering, flyers, and OFA swag

Basic Qualifications

Minimum2-3 years assisting with administrative and financial support 

Additional Qualifications and Skills

• BA/BS preferred but not required
• Systems knowledge of Microsoft Suite, Google Docs, Excel; Zoom
• Ability to prepare financial reports
• Strong organizational and interpersonal skills
• Arts experience preferred but not necessary
• Ability to work a variable schedule of some evenings and weekends

Physical Requirements

May require standing, lifting, sitting for long periods, and transporting up to 20 pounds of “swag” in a cart to various sites.

Working Conditions

Anchored at the OFA, but occasionally works with Associate Director at other locations, including outdoor ones, on campus. 

Additional Information

The Office for the Arts (OFA) at Harvard supports student engagement in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student artmaking across all disciplines and abilities, connects students to accomplished artists, and creates inclusive communities that celebrate the rich diversity of Harvard College. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life. 

The OFA is dedicated to building a diverse community committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply.

All formal written offers will be made by FAS HR.

Work Format Details

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.

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

403134 Coordinator I

Work Format

On-Site

Sub-Unit

College

Salary Grade

054

Department

Office for the Arts

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Part-time

Pre-Employment Screening

Identity

Schedule

Varied week to week , 21 hours/wk 10 month per year schedule.

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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