Program Coordinator

Basic Qualifications

Minimum 2-3 years assisting with administrative and financial support

Additional Information

The Office for the Arts (OFA) at Harvard supports student engagement in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student artmaking across all disciplines and abilities, connects students to accomplished artists, and creates inclusive communities that celebrate the rich diversity of Harvard College. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life.

The OFA is dedicated to building a diverse community committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply.

All formal written offers will be made by FAS HR.

Position Description

Administrative Assistance 30%:

Supports the Associate Director and Guest Artist program, including:

• Scheduling onsite and virtual meetings
• Taking notes at meetings
• Fielding and answering general inquiries from faculty and alumni
• Submitting reports to OFA financial office for honoraria and expense reimbursementsCo
• Processing of invoices and ensuring artists are paid appropriately.
• Using Harvard University financial systems (Concur, Buy 2 pay)
• Coordinating and assisting with mailings and deliveries
• Ensuring that all material used/created during the guest artists visit is archived and maintained.

Event Support & Special Projects 70%

• Advancement Support for Guest Artist programs and Special Projects Including:
• Coordinating and overseeing set up and breakdown of onsite events
• Coordinating virtual event logistics
• Arranging visiting artist travel, accommodations, and onsite expenses such as local travel and catering orders
• Drafting and updating itineraries
• Providing logistical support during guest artist visits and events
• Creating timelines in partnership with stakeholders
• Coordinating communications with stakeholders including email communications, scheduling group meetings, and developing and distributing agendas for meetings
• Assisting compiling invitations and guest lists
• Coordinating with facilities, media services, photographers, and other service vendors
• Purchasing supplies and ordering catering, preparing signage
• Monitoring expenses within the project budget
• Processing Expenses
• Provide logistical support
• Assisting in coordination and executive of marketing including postering, flyers, and OFA swag

Job Summary

The Program Coordinator provides administrative support for the Associate Director for Programming and Communications. This position supports logistics for guest artist residencies, programming initiatives with students, and special projects. The Program Coordinator also provides administrative support as it relates to budget coordination, processing financial transactions and maintaining the Associate Director's calendar. This is a 21 hour per week, 10 month per year position with a variable schedule that may include overtime. This positon is on site in Cambridge MA.