Coordinator I (Events and Outreach Coordinator)

13-Dec-2024

Coordinator I (Events and Outreach Coordinator)

Harvard T.H. Chan School of Public Health

67499BR

Job Summary

The Harvard Humanitarian Initiative (HHI) is a university-wide academic and research center in humanitarian crisis and leadership. HHI is based at the Harvard T.H. Chan School of Public Health Department of Global Health and Population (GHP) and is affiliated with the Department of Emergency Medicine at Brigham and Women’s Hospital (BWH). As an Inter-Faculty Initiative, HHI collaborates closely with all Harvard Schools and Harvard Teaching Hospitals and is the primary humanitarian outreach arm of Harvard University. The mission of the Harvard Humanitarian Initiative is to create new knowledge and advance evidence-based leadership in disasters and humanitarian crisis. HHI was founded in 2005, currently operates 20 projects and consists of over 65 staff, faculty, affiliated experts, students, fellows, and collaborators. HHI’s aim is to promote interdisciplinary dialogue in pressing humanitarian issues, advance the science and practice of humanitarian response worldwide, and improve the lives of communities in war, conflict, and natural disasters.

Reporting to the Executive Director, the Events and Outreach Coordinator is responsible for managing the multifaceted logistical coordination for all activities related to the Harvard Humanitarian Initiative’s 20th Anniversary celebration throughout 2025. Event-planning and outreach duties include planning and executing webinars, social events, conferences, and award ceremonies, alongside coordinating visits by speakers and guests. In addition, the Events and Outreach Coordinator will help the Harvard Humanitarian Initiative to refine, grow, and analyze strategic audiences across multiple programs to enhance engagement.

The Events and Outreach Coordinator should expect to host 1-2 events monthly throughout 2025, ranging in size and scope. These will include activities such as webinars, panels, and, most notably, our 20th Anniversary Gala and the Weintz Humanitarian Award Ceremony and Dinner. During peak times, the Coordinator will need to effectively manage multiple priorities and requests at the same time related to deadlines, vendor inquiries, and other time-constrained considerations around the signature programs and broader anniversary activities. All in-person events will take place in Massachusetts.

The successful candidate will possess:

• Demonstrated experience planning and coordinating events of varying sizes, audiences, and format.  
• Expertise establishing professional relationships with colleagues and external stakeholders. across all levels of seniority with diplomacy, poise, and tact.
• Excellent project management skills (meeting deadlines, tracking deliverables, etc.).

Position Description

Working closely with the HHI Executive Director and HHI’s administrative team, the Events and Outreach Coordinator’s responsibilities will primarily fall into two categories:

Event Management:

• Serve as the primary resource and contact for all HHI 20th Anniversary events
• Manage event logistics including day-of event logistics, set-up, clean-up, and wrap-up (AV, catering, space reservations, signage, decorations, photographers, etc.)
• Build and distribute invitations, and manage guest lists
• Serve as the liaison between HHI, Harvard teams, and invited guests
• Collaborate closely with colleagues in Finance, External Relations, Alumni, and other departments
• Prepare written briefings for invited guests and be responsible for follow up
• Manage travel, accommodations, and other correspondence with HHI guests including high profile officials, donors, and collaborators
• Draft staffing and project plans
• Oversee budget in collaboration with Finance
• Coordinate with facilities, media services, photographers, and other vendors
• Communicate with vendors regarding contracts and follow up with Finance regarding payments and reimbursements
• Create and maintain relevant databases
• Produce final event report

Outreach and Audience Management:

• Build and maintain an outreach and audience management system
• Monitor and update existing contacts and listservs
• Identify marketing opportunities for outreach
• Oversee all communications, social media, and graphic design activities around the Anniversary
• Coordinate audience-building efforts among various programs. Researching and identifying new audiences
• Develop and track analytics
• Perform other duties as assigned

PLEASE NOTE: This is a part-time, benefits eligible position with a schedule of 17.5 hours/week.

PLEASE NOTE: This position has a term appointment of December 31, 2025 with the possibility of extension.

PLEASE NOTE: The role will support events throughout the academic year, some of which occur in person during mornings and evenings, and the number of hours per week may increase during peak times, especially as we approach September 2025, requiring flexibility to work a variable schedule that may include overtime.

Basic Qualifications

• 4+ years of relevant experience is required; a combination of education and experience may be considered.

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor's Degree
• Prior event planning, program management, and communications experience
• Demonstrated interpersonal skills with experience providing complex administrative and programmatic support, working well independently and also contributing as a valuable team member
• Prior experience working in an academic setting
• Experience with Dropbox, Concur, and Microsoft Suite
• Superior organizational skills and demonstrated ability to work independently, handle multiple tasks simultaneously, and an attention to detail
• Sound judgment, a high-level of discretion, and the ability to manage confidential information

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.  

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

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

Communications, General Administration

Department Office Location

USA - MA - Boston

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

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Salary Grade

054

Department

Harvard Humanitarian Initiative

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Part-time

Appointment End Date

31-Dec-2025

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives.

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.