The Education Support Services (ESS) department, formerly Instructional Media Services, provides world-class audiovisual and instructional support, event and media production, training, and consulting services to faculty, staff, students in the Faculty of Arts and Sciences. 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, Design & Engineering, Event & Media Production, Language Center, Assistive Technology Services, and Piano Technical Service. The Events and Media Production Coordinator will be an integral part of the Event and Media Production group which supports course-related events, student-led events as well as administrative staff events for the FAS, as well as other Harvard and external groups hosted by the University during business hours, evenings and weekends. Examples of projects, or work requested of the team could include short-form videos, academic and student events, commencement, high-profile administrative events as well as live virtual music event production using advanced studio and sound engineering.
The Event and Media Production Coordinator will provide central intake, assignment, coordination, billing, and reporting for all synchronous and asynchronous events supported by the Event & Media Production team. They would act as a liaison with clients ranging from student groups to distinguished lecturers and senior University administrators planning to execute a range of multimedia events on the FAS Campus. This person will assess the needs of each client and make recommendations (technical, logistical, and pricing) to best service each request.
Central coordination of all event requests made by FAS and University clients to ESS via phone, email, walk-in using the department's ServiceNow service management system (SNOW).
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 SNOW and other departmental software.
Actively communicates and liaises with the client during pre-production; and as the project/event progresses, ensures that the client is informed of progress, changes, or delays.
Monitors staff availability to ensure appropriate staffing is assigned and available
Work with group manager to set initial due dates for projects.
Alerts manager to any issues, or client concerns as they arise.
Create and maintain job records within the departmental service management system SNOW
Ensure that clients are aware of billable items, contract terms, and policies
Process all internal and external bills related to events.
Coordinate and attend event production meetings and site visits.
Responsible for issuing customer satisfaction surveys, and then quantifying feedback for management.
Coordinate with appropriate building managers, for events taking place in multiple locations on the FAS campus.
Produce regular reports and status updates on event pipeline to service director and departmental leaders. Analyze and report on historical event data as needed.
Assist with planning a schedule of events for the upcoming academic year and semesters.
Work with outside vendors on collaborative events to ensure seamless support for the client.
Oversee videoconferencing coordination and scheduling of virtual events.
Collaborate with other event coordinators across the FAS as well as client and partner organizations across the FAS on event-related technology, planning, and best practices.
Participate in continuous improvement of event pipeline management and production with other members of the ESS team.
FAS is committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture that is vibrant, engaging, and encouraging of innovation as well as intellectual debate. We believe 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 as strength the difference we all bring to the workplace. We encourage our community members to participate in our FAS Diversity Dialogues.
All formal written offers will be made by FAS Human Resources.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
At least five years' experience in a visible client-facing role, coordinating complex events; education beyond high school may count towards experience.
Broad base knowledge of equipment required to support events, such as academic symposia, lectures, interviews, multi-camera video recordings, and audio recordings.
Experience with supporting virtual events using Zoom meetings and webinars (or similar applications)
Proficiency with Microsoft Office (PowerPoint, Word, and Excel)
At least two years of completed college courses preferred
Customer service training; excellent customer service skills and service mindset
Strong organizational skills, attention to detail
Excellent written and verbal communication skills
Ability to maintain a positive demeanor under high-pressure situations
Skilled at working with high profile talent and VIP clients
Good professional judgment
Self-started, highly motivated, positive attitude, team spirit
Project management experience a plus
Experience with ServiceNow and Filemaker a plus
Ability to learn and use new software applications to track and manage services
Ability to juggle multiple projects, competing deadlines, and coordinate assignments across the team.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 54048BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.