Events Coordinator

Events Coordinator Full-time Work Format: Fully On-Site Harvard Job Function: General Administration Union: 55 - Hvd Union Cler & Tech Workers Salary Grade: 055 FLSA Status: Non-exempt Company Description By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join Harvard Divinity School? Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides. Job Description Job Summary: The Events Coordinator independently coordinates the planning and execution of the Center for the Study of World Religions’ public, academic, and community programs. Working with Center leadership, faculty, invited guests, Harvard offices, external partners, and vendors, the Coordinator oversees event logistics from advance planning through on-site execution and financial reconciliation. The position also coordinates the work of student event assistants, supports audience outreach and digital publishing, and coordinates the use of CSWR spaces. Job-Specific Responsibilities: Other duties may be assigned. Coordinates lectures, workshops, conferences, exhibitions, receptions, community gatherings, and other Center programs. Oversees event logistics, including scheduling, registration, travel, accommodations, catering, audiovisual services, facilities, accessibility, materials, staffing, setup, and breakdown. Serves as the principal administrative and logistical liaison for speakers, scholars, artists, program participants, Harvard colleagues, external partners, and vendors. Coordinates guest travel and hospitality and works with vendors on pricing, purchasing, payments, contracts, and related arrangements. Reconciles event expenses and processes invoices, reimbursements, and other financial documentation in collaboration with the Assistant Director. Coordinates event promotion and targeted audience outreach and assists with the preparation and distribution of promotional materials. Publishes and maintains approved website and digital-media content, including event listings, program pages, news, publications, recordings, social-media posts, and YouTube content. Recruits, trains, schedules, and provides day-to-day supervision to student event assistants. Oversees on-site event execution and responds to changing logistical needs. Maintains event calendars, planning records, registration and attendance data, and related documentation. Coordinates approved use of CSWR spaces and communicates established procedures and logistical requirements to event organizers. Advises student organizers on event scheduling, logistics, facilities, publicity, and relevant Harvard and CSWR procedures. Maintains and improves event procedures, templates, checklists, and other operational resources. Physical Requirements: Ability to lift and move event materials weighing up to 25 pounds. Qualifications Basic Qualifications: Minimum of five years of relevant experience in event planning, program coordination, administration, hospitality, or a related field. Education beyond high school may count toward experience in accordance with Harvard guidelines. Demonstrated experience coordinating events or programs involving multiple participants, vendors, deadlines, and logistical requirements. Ability to work occasional evenings and weekends as required. Candidates wishing to be considered must supply a cover letter in addition to a