School or Unit: Harvard Graduate School of Education
Description: Job Summary
Reporting to the Director of Events, the Associate Director of Events leads the events team to ensure the highest level of event and administrative support is provided to faculty, staff, students, and external clients.
Position Description
• Manages a team of 4 full-time employees. Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive, effective, and innovative work environment.
• Serves as a resource to all direct reports, stepping in as needed to provide additional support and/or coverage. Manages tasks which directly impact event team goals from initiation through completion
• Works with Director of Events to develop goals around event support and stakeholder engagement. Organize/manage project plans (including communications strategy, stakeholder management, status updates) to advance work toward established goals.
• Works with Director of Events to develop and codify school policies around physical, virtual, and hybrid space use by internal and external entities (including roles, fees, catering, alcohol usage and processes). Responsible for ensuring that the events team properly communicates process and policy to all event stakeholders. Also responsible for ensuring that the events team coordinates appropriate operational support for events (staffing, set up/breakdown, catering, security, etc.)
• May represent HGSE or the Operations Department on select working groups or committees.
• Manages and supports all aspects of events on-site at HGSE and off-campus locations, including client communication, on-site management collaboration, establish event timelines, ensure special requests are met, etc.
• Manages the logistics and organization of high-level events such as Commencement and Orientation, including external/internal vendor management, operations staff coordination (including custodial, facilities, and security), and space requests. Coordinates with central University event staff to manage additional vendor support. Oversees all day-of logistics for these events.
• Actively works with OSA and ODEI to support student conferences and events to make sure they are in alignment with policy and run successfully
• Active user of EMS (space scheduling software) to review and approve space requests and related service needs as primary owner of high-level school-wide events, backup to events team, manages space-related questions/concerns/conflicts that arise and need additional support
• Supports the Space and Scheduling Administrator and Registrar's Office at the beginning of each semester to manage faculty space requests, working towards an improved registration process and timeline; ensuring that all courses and events are in appropriate spaces.
• Actively works with IT/Multimedia team to make sure events are appropriately supported both virtually and on campus from a space and technology perspective
• Supports the Director of Events to lead campus-wide event stakeholders' group, updating the community on new event-related systems and policies, encouraging alignment in procedure and welcoming suggestions for change and improvement and working towards a more unified event planning process across the school
• Collaborate with the Director of Events and other key staff to study data and processes, support performance improvement initiatives, build relationships across units, help implement new processes, and identify metrics for evaluating and tracking the success of such interventions
Basic Qualifications
Bachelor's degree and minimum 6 years' relevant event management experience. Previous staff management experience required. Experience with financials. Ability to work nights and weekends as needed required.
Any candidate wishing to be considered must supply a cover letter in addition to their resume
Additional Qualifications and Skills
Strong communication skills and interpersonal skills, including the ability to work collaboratively with colleagues; previous experience in an academic or hospitality setting supporting events preferred; Exemplary organization, event and time management, and project management skills, and Office and website technology skills; demonstrated initiative and follow-through to accomplish responsibilities; ability to exercise independent leadership abilities; strong commitment to continuous process improvement
Working Conditions
HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state's required tax and other withholdings from your paycheck for the time you work there.
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.
This is primarily an on-campus position, with some possible exceptions during certain times of the year.
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
Additional Information
About Us
HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.
HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:
• Hiring and retaining staff reflecting the diversity of those we serve;
• Providing employees opportunities to learn, grow, and be challenged;
• Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
• Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
• Communicating transparently and respectfully; and
• Fostering an inclusive, respectful, and professional work environment
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.
Department Office Location: USA - MA - Cambridge
Job Code: 358057 Admin Pro/Indiv Contrib
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 057
Department: Operations
Union: 00 - Non Union, Exempt or Temporary
Time Status: Full-time
Pre-Employment Screening: Education, Identity
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.
EOE 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.
