Residential Programs Coordinator

06-Aug-2024

Residential Programs Coordinator

Faculty of Arts and Sciences

66425BR

Job Summary

Reporting to the Director of Residential Programs, the Program Coordinator provides administrative and event support for the portfolio of Residential Life programs, including programming for the FYE, the House Committees, the Residential Staff Training, Sophomore Orientation programming, and Housing Day events. The Program Coordinator will work regularly with the Director of Residential Programs, but at times they will work independently to represent the DSO, lead events, facilitate meetings, and enforce policies. Constituents include DSO colleagues, Harvard College students, student organizations, University colleagues, and outside parties. The person in this position supports the development of student leadership to create student-initiated programs geared toward the undergraduate population, works with students to develop creative marketing strategies, and offers support and guidance to create a vibrant undergraduate social space.

Position Description

Programming Support (45%)

• Coordinate and execute of Residential Life programs, including Sophomore Orientation summer weekly newsletter, 11 canvas modules with 8 campus partners, 4 Housing Day events for 1600-4000 student, 12 events for first 6 weeks of programming, 10 events over winter break, and 30 other Residential Life/ House Committee signature events
• Serves as a point of contact for partner offices participating in Residential Life programs, such as the Center for Wellness and Health Promotion, Harvard Art Museums, Harvard Recreation, the American Repertory Theater, Academic Programs Office, and the Office of International Education, FYE, Student Engagement, and others
• Provide guideline to students and staff on event and risk management, particularly for late night student-initiated events management while using the Cambridge Queen’s Head, including but not limited to event registration, applying for entertainment licensing with the City of Cambridge, Crowd Certification Managers, etc.
• Fosters an inclusive environment reflective of Harvard’s values of diversity and belonging
• Performs other duties as assigned

Space Management (30%)

• Oversee the management and maintenance of the venue space in the basement of Annenberg, formerly known as Cambridge Queen’s Head Pub
• Coordinate rental of premises and audio-video systems as needed, estimated to be 75-100 rentals annually
• Establish and maintain close and collaborative relationships with students, staff, faculty, Faculty Deans, FYE, DSO staff, and on- and off-campus clients
• Liaise with campus departments and organizations involved with student life including Harvard Police, Securitas, Risk Management, CWHP (Center for Wellness and Health Promotion)
• Enforce all local and federal laws, and Harvard University policies and procedures, regarding social event programming, including alcohol policies

Administrative/Financial Support (20%)

• Create invoices for 75-100 internal and external CQH space reservations annually
• Collect revenue by check for ~25 external space rentals, and deposit checks via credit voucher with assistance of the Assistant Director of Administration and Finance.
• Prepare journal spreadsheets for 50-75 internal space rentals annually, with the assistance of the Assistant Director of Administration and Finance
• Review monthly reports for CQH operations to ensure all expenses and revenue are recorded on a timely basis
• Act as PCard delegate for Director of Residential Programs and assist with monthly reconciliation of 8-15 purchases monthly
• Reconcile 8-15 monthly purchases on their own PCard
• Act as resource to 3 Residential Programs graduate assistants on financial policies; ensure graduate assistants are documenting purchases made on declining balance cards in alignment with University policy
• Facilitate payment to HUPD, FMO, cleaning vendors, estimated at 75-100 invoices annually
• Provide accurate and up to date data on the CQH to forecast budgets based on revenue and expenditures

Communications (5%)

• Collect content and organize communications for sophomore-specific newsletters distributed at a weekly rate over the summer and a monthly rate during the academic year
• Organize website content for Residential Programs and other relevant updates throughout the year

Basic Qualifications

• Bachelor’s degree or relevant full-time work experience.
• Minimum of 2-4 years relevant work experience

Additional Qualifications and Skills

• Experience in student affairs and/or student programming
• Demonstrated ability to engage and advise students and student organizations
• Event management experience
• Knowledge of financial management and budget processes
• Demonstrated commitment to work with diverse, talented, and highly motivated undergraduates
• Flexibility to work evenings and weekends as needed
• Master’s degree preferred

Physical Requirements

In conjunction with events, lifting / moving boxes up to 25 pounds. Travel to locations across campus (up to 6 blocks).

Working Conditions

Primarily office setting, although events may take place outdoors or in alternate campus locations.

Additional Information

This role will work occasional evenings and weekends, as determined by the schedule of DSO programs and CQH events.

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

Residential Life

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Appointment End Date

30-Jun-2026

Pre-Employment Screening

Criminal, Identity

Schedule

M-F 9:00-5:00 with some nights & weekends

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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