Program Coordinator, Memorial Hall

Job Summary:

The Program Coordinator is a member of the Memorial Hall/Lowell Hall Complex team, reporting to the Program Manager and supporting staff in the administrative office. The Program Coordinator works closely with the Program Manager to schedule events year-round in Memorial Hall and Lowell Lecture Hall. This position is crucial to the daily functions and operations of the Memorial Hall/Lowell Lecture Hall Complex supporting students, faculty, staff, vendors, and visitors with tasks such as fielding time-sensitive email requests, addressing walk-in questions to the front desk, handling administrative duties, maintaining policies and procedures, facilitating the upkeep of the administrative office, and much more.

Job-Specific Responsibilities:

• Schedules and coordinates student activity in MemHall venue spaces, including rehearsals, events, meetings, and special requests.

• Disseminates and enforces venue scheduling and use policies for these rooms.

• Assists in maintaining calendar program for all spaces in the Complex, coordinating with the Program Manager and the FAS Classrooms Office to ensure accurate schedules.

• Prints and posts room schedules bi-weekly.

• Maintains access lists, contracts, access, and keys for specialized music rehearsal spaces.

• Coordinates Lowell Lecture Hall application process for academic year student performance slots.

• Directs students and general inquiries to other University resources for arts and activity venues as necessary.

• Assists Program Manager with Sanders Theatre rental inquiries and materials.

• Maintains and updates FileMaker database used by programming and production sub departments.

• Collaborates with senior management on special projects, including Office for the Arts events in Memorial Hall, annual cross-campus events including Arts Fest and other departmental projects as needed, principally organizing and coordinating information flow between department clients and Harvard service providers.

• Administers daily administrative office opening and closing procedures. The Memorial Hall Administrative Office is open from 10am to 6pm.

• Fields phone calls, emails, walk-in business, and visitors. Maintains a welcoming environment for all.

• Ensures timely communication of information between Facility, Programming, Production and Box Office sub departments as needed.

• Assists in communicating department information and policies to students, faculty, staff, and community participants of the Complex’s activities.

• Updates web pages using CampusPress platform.

• Administers office supplies and equipment including administrative service vendors.

• Administers student locker assignments and annual renewals.

• Administers and reconciles lost and found service each season.  

• Distributes mail, processes shipping, and accepts deliveries.

• Processes financial transactions using Buy2Pay, Concur, Credit Voucher systems and check deposits, maintaining transactional records and complying with university requirements and government regulations.

• Provides reports for non-personnel operating budgets and special projects, tracking costs against budgets.

• Submits facility work requests into PRESTO dispatch system.

• Works with Production Manager and Building Manager to program ID cards in door access system and programs access times for the department’s facilities.

• Special Projects as determined by the department.

Working Conditions:

The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of student breaks. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details about the College policy will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.