Seminar & Events Coordinator
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 the Harvard Faculty of Arts and Sciences?
The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.
Job Description
Job Summary:
Harvard’s Department of Chemistry & Chemical Biology (CCB) takes an interdisciplinary approach to discover new chemical phenomena, design technologies for a more sustainable and healthy world, and craft novel medicines for uncurable or intractable diseases.
CCB's inclusive, supportive, and innovative community collaborates with a vast network of university- and hospital-based research and education programs. With the creative power of diverse perspectives, we can explore new chemical frontiers and build the next generation of innovative scientists and educators. We educate and train scientists at all career stages and across disciplines, including undergraduate, graduate, and postdoctoral scholars.
The Seminar and Events Coordinator will provide administrative, logistical, and creative support for the Department’s wide range of staff, faculty, scholars and student-facing events. The coordinator will work as a member of the Director’s office team, and will work collaboratively with faculty, students, postdoctoral fellows and staff across the Department.
Job-Specific Responsibilities:
The coordinator’s main responsibilities will be to provide logistical support for all department events and program events as needed; assist with internal and external communications about events; and work with the Director's Office Staff to support on-campus events through coordinating logistics and providing in person support. The coordinator will also manage special projects, as requested, including supporting our Visiting Committee process for on campus needs, other large scale events like our graduate student recruiting events and all-department events/special symposium, researching special projects, serving as general reception on in person days, and creating an inclusive and welcoming face for the CCB front office. Specific duties include but are not limited to:
- Working with faculty and staff across CCB to plan creative, engaging, timely events for the community.
- Responsible for logistical coordination of several major seminar and lectureship series including the R.B. Woodward Lecture Series in Chemical Sciences, Woodward Visiting Scholar, and Woodward Visiting Professorship programs; and other named and department lectures, seminars and events (approx. 40-55 seminars/year)
- Logistical responsibilities include but are not limited to publicity, speaker invitations, agreements, schedules, accommodations, transportation, catering, audio-visual requirements, and travel reimbursement. Contract negotiations with hotels, caterers, and other vendors. Liaison with speakers, faculty, departmental, university and external contacts.
- Responsible for budget oversight, development and monitoring of restricted seminar funds.
- Room bookings and event logistics for all events (including speaker series, student events, reunions, staff celebrations, faculty milestone events and more…), and Program events as needed (annual graduate student recruiting events and faculty searches event logistics. Acting as a day-of coordinator for in-person events.
- Managing virtual events (Zoom setup, behind-the-scenes help, Q&A management)
- Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops.
- Assisting with semi-annual Visiting Committee and special projects as needed.
Working Conditions:
This position has a 4 day in-person requirement minimum. During peak times, a fully on campus schedule may be required-5 days per week. The position will coordinate with the Administrative Coordinator to ensure office coverage 5 days a week- they may not be remote on the same day each week. The successful candidate may explore further flexibility during the summer months as scheduling permits.
Physical Requirements:
This position requires the ability to move between event venues and office spaces across campus, set up and break down event spaces (including moving tables, chairs, lightweight signage, and audio-visual equipment up to 25 lbs), and operate standard office equipment. Occasional lifting, carrying, pushing, or pulling of materials and supplies is required, and use of rolling carts to transport event materials may be needed. The role involves periods of standing, walking, and sitting at a desk or registration table. Occasional early morning, evening, or weekend hours may be necessary based on event schedules.
Qualifications
Basic Qualifications:
Five or more years of professional experience required, previous event management experience required.
Additional Qualifications and Skills:
- Exceptional organizational, time management, and multitasking skills, with proven ability to manage multiple projects and deadlines effectively in a fast-paced environment.
- Strong interpersonal, verbal, and written communication skills; ability to interact professionally and effectively with faculty, students, staff, invited guests, and external vendors.
- High level of professionalism, discretion, and judgement when handling confidential or sensitive information.
- Demonstrated commitment to fostering an inclusive, welcoming, and customer-service-oriented environment for all members and visitors to the department.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom or other virtual event platforms, and willingness to learn university-specific systems (such as room booking/request and reimbursement platforms).
- Experience managing event budgets and working with contracts and vendors is preferred.
- Flexibility, adaptability, and a proactive approach to problem-solving, with willingness to assist wherever needed to ensure the success of department events.
- Ability to work occasional early morning, evening, or weekend hours based on event needs.
Additional Information
- Appointment End Date: This is a one year term position
- Standard Hours/Schedule: 35 hours per week
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity
Explore the Department of Chemistry and Chemical Biology: www.chemistry.harvard.edu
All formal offers will be made by FAS Human Resources
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Work Format Details
This is a position that is based at a Harvard campus location with some remote work options available. 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.
Salary Grade and Ranges
This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.