Event Planning Coordinator_

66502BRAuto req ID:66502BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Cambridge Business Title:Event Planning CoordinatorSub-Unit: Salary Grade (arvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:Minimum 3 years related conference, facility, and/or special events management experience required.Ability to lift/move at least 50 lbs. required (involves setting up and breaking down chairs, tables etc.).Must work occasional evenings and weekends as required.Any candidate wishing to be considered must supply a cover letter in addition to their resume.Additional Qualifications and Skills:B.A. preferred.Broad-based knowledge of a variety of software packages including database web-based software.Excellent organizational skills.Strong computer skills required.Excellent customer service skills.Excellent communication skills.Ability to rapidly respond to, and prioritize, requests. Able to maintain professionalism and diplomacy even under stress in a fast-paced environment.Good problem solver and team playerAdditional Information: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 environmentWe regret that the Harvard Graduate School of Education does not provide Visa sponsorship.Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.eduDepartment:OperationsPre-Employment Screening:Identity Job Function:General Administration Position Description:• Establishes key relationships with departments to ensure a full understanding of their event needs. Meets regularly with clients throughout every stage of planning to best advise on logistical options to meet their needs including catering set ups, space options, and other related logistics.• Communicates changes and updates to the broader Events Team and meeting planners as needed. Uses this information to create and maintain databases and spreadsheets outlining conference room set ups and assist ADOE with managing staff scheduling (night and weekend event coverage as well as custodial staff coverage, security, etc.).• Creates diagrams for HGSE faculty, students, and staff plus external clients via Social Tables to ensure all parties are in alignment on setup needs• Runs weekly meeting with event support services (events, catering, custodial, security) creates report for distribution, makes setup/space updates in EMS, ensures alignment among teams• Works in support of faculty in creating and overseeing classroom setups while also managing expectations and finding solutions within the same space if required among different courses.• Ensures consistently high quality of service for customers. Serves as liaison with event organizers throughout the planning and execution of the event. Liaises with vendors (catering, security, custodial) to ensure that the event runs smoothly from set up to break down.• Coordinates with event contacts and relevant vendors to ensure that all events are following proper procedures and policies as well as successfully completing day to day duties to keep the campus secure (fire code, access to buildings, crowd control etc).• Actively involved in supporting and executing large school-wide events such as Commencement and Orientation.• Other relevant duties and responsibilities as assigned to support the Operations Department and HGSE Community.School/Unit:Harvard Graduate School of Education 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.Working Conditions: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.We regret that the Harvard Graduate School of Education does not provide Visa sponsorship Job Summary:Reporting to the Assistant Director of Events (ADOE), manages day to day HGSE conferences and event services activity as well as academic courses.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.Benefits:We invite you to visit Harvard's Total Rewards website (arvard.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:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-KC2Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.