The Program and Administrative Coordinator, OFA dance is a 4 day per week, seasonal, term appointment and reports to the Manager of College Dance, OFA Dance Program a variety of administrative and support duties for the OFA Dance program. The OFA Dance Program's mission is to promote dance as a way of knowing, understanding, and inquiring, and as an integral part of culture. It aims to advance dance literacy; create transformative dance experiences; and cultivate citizen-artist leaders, in beloved community, for a more just and promising world.
Position Description
Finance and Administration Coordination: (30%)
Track expenses with weekly and monthly line-item budgets (including payroll, fringe, class host hours, bank fees, Touchnet credit card fees, phone, copier fees, and all other purchases and payments.)
Process payments and purchases (e.g. visiting artist fees; external substitute teacher fees; accessibility services; photographers; etc.); request vendor/supplier set-up through Buy2Pay.
Work closely with the Manager to insure accurate coding.
Assist the Manager with Concur reports.
Submit monthly payroll for teaching artists & accompanists; submit payroll for Production Manager
Assist the Manager with budget forecasting.
Assist with purchases of office supplies, food; equipment; etc.
Work with OFA administrative group tracks income and expense reporting.
Support organizational systems and filing
Non-Credit Class Coordination: (30%)
Support the administrative, logistical, and operational processes for the non-credit community classes including:
Draft and send artist agreements in consultation with the manager
Support the onboarding of teaching artists & accompanists (HarvardKey; Peoplesoft; Title IX trainings; etc.)
Work with the Manager on class scheduling and reserving studios
Coordinate and track substitutes or make-up classes
Working with OFA/HUIT IT team maintain data on classes registration system
Supporting the hiring, onboarding, and training of student class hosts
Collect tuition assistance (TAP) forms and work with benefits office for reimbursements
Field customer service inquiries (issuing refunds, discounts, swapping classes, answering questions about classes and registration) and communicate with class enrollees about class relocations, holidays, make-up classes, etc.
Programmatic Support (20%)
Field and respond to the general Dance Program email in a timely manner.
Supports administrative duties related to residences and special programing including:
Preparing and processing artist contracts, in consultation with the Manager
Arranging travel, accommodations and itineraries for visiting artists
Tracking registration and RSVP's
Preparing manuals and checklists for residencies
Arranging access services
Schedule and reserve studios/spaces
Setting-up, front-of-house, documentation, food coordination, etc.
Coordinate all studio reservations for the OFA 74 Mt. Auburn studio in accordance with the guidelines; support updating and disseminating of studio guidelines in consultation with the Manager and in collaboration with TDM staff.
Support management and organization of the student-led dance group costume closet.
Performs related duties as required.
Communications Support 20%
Assist with design and implementation of digital and print materials including e-blasts, flyers, posters, and Instagram images, with accessibility best practices.
Assist with outreach including: calendar, email, social media, and website updates.
Assist with maintaining the OFA Dance Program presence in common spaces at Harvard Dance Center in collaboration with Manager and TDM staff at Harvard Dance Center.
Basic Qualifications
Three years related experience in administration required.
Experience using MS Office Suite: word processing, spreadsheets, and databases.
Additional Qualifications and Skills
Knowledge and appreciation of dance preferred.
Business training beyond high school or college background preferred.
Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.
Exceptional writing and verbal communications skills.
Arts and/or higher education background, with an emphasis on arts programming.
Experience with financial administration. Knowledge of Harvard systems helpful.
Ability to work independently with minimal supervision.
Competency with a variety of software including Mailchimp, Eventbrite, HTML, Dreamweaver, OpenScholar, ASAP Connect (for programming registration and ticketing).
Working Conditions
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.
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.
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-MT2
Department Office Location: USA - MA - Cambridge
Job Code: 403134 Coordinator I
Job Function: General Administration
Work Format: On-Site
Sub Unit: College
Salary Grade: 054
Department: Office for the Arts, Harvard
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Part-time
Pre-Employment Screening: Identity
Schedule: Tuesday-Friday 9:00pm-5:00pm Including some evening and weekend shifts as needed i n keeping with student's extra- curricular schedules.
Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EOE 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.