Department Coordinator For Events And Property Operations

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The Department Coordinator for Events andProperty Operations plays a vital role coordinating Harvard Forest’s external conference center activities, internal Events and community-building, and Property management for fourteen residential and administrative buildings. This role serves as the first point of contact for visitors to the Forest and is the “face” of Harvard Forest to a wide variety of constituents, including staff, students, postdoctoral fellows, international scholars, research collaborators, vendors, and the general public. This role encompasses a wide variety of tasks and responsibilities, and success in the role depends on prioritizing and triaging ever-changing and ever-evolving requests. Flexibility, customer service orientation, a sense of humor, and impeccable organization are essential. This position reports to the Director of Administration and Facilities and plays a key role communicating and sharing information across teams at the Forest, and meets regularly with members of the facilities, administration, education/outreach, and science teams.

Job Responsibilities include:

Conference Center Activities

• Front desk reception duties; serves as the first point of contact for visitors in person and also responds to phone inquiries.
• Responds to all incoming inquiries for space reservation and housing requests
• Maintains and approves online reservation requests and oversees usage of conference/seminar/museum space in close coordination with the Education and Outreach team; assists with booking space when needed.
• Organizes overnight accommodations for visitors (i.e. coordinates Housekeeping, prepares room keys, necessary forms & information)
• Coordinates catering, logistics and sometimes travel for all campus conferences and workshops
• Provides troubleshooting services for Events
• Prepares invoices for all billable services related to the conference center
• Ensures conference center dining and meeting spaces are appropriately stocked for Events

Internal Events and Community Building

• Coordinates Harvard College Freshman Seminar course logistics with Senior Research Staff (transportation, lodging and food supplies/catering options).
• Arranges air travel as well as airport shuttle or car rental for all incoming summer students (~25 students annually) and provides general support as needed to students and summer residential advisor.
• Organizes multiple annual community-building events (Giving Thanks luncheon; Volunteer Dinner; Curling outing; retirement/departure parties, etc.).
• Manages all aspects of event planning and coordination for Harvard Forest-sponsored conferences and symposia.
• Provides general office support as needed as part of the admin team.
• Provides regular information to community members on local events to increase community engagement and to provide resources for international and residential scholars, staff, students, and visitors staying at the Forest.

Property Management

• Assigns space for offices, short and long term housing, and conferences
• Maintains reservation database, which includes housing assignments, tenant relations, and lease agreements.
• Manages phone system including training, voicemail and staff changes.
• Orders linens, disposable items and cleaning supplies as requested by housekeeping contractor.
• Identifies priorities for housing upgrades and communicating those to the Land and Facilities Manager (including painting, furniture replacement, and routine maintenance, etc.). This involves aesthetic considerations as well as practical use.

Basic Qualifications :

• High School Diploma or equivalent and three or more years of related experience.
• Experience with Microsoft Office Suite (including Sharepoint) and Adobe Acrobat.

Job Type: Full-time

Pay: $60,000.00 - $69,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person