Manager, Field Events at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Manager, Field Events

Req ID: 67638BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

The Field Events Manager for Event and Media Production in Education Support Services at the FAS provides overall coordination of event needs assessment, performance of audiovisual event support, and strategic resource allocation for events across the FAS campus. The Field Events Manager works closely with the Director of Events, the Manager of Event and Media Production (E&MP) Coordination, and the Manager of Media Production to manage the coordination of staffing and resources to ensure operational continuity, portfolio growth, and effectiveness. Administrative responsibilities include the hiring process for technicians and senior technicians, equipment purchases, inventory management, training of staff in processes and the use of equipment, participating in budget planning, providing data, and advising leadership regarding staffing and operational needs.

Reporting to the Director, Event & Media Production, the Field Events Manager supervises the field events lifecycle from job intake, calendaring, and resource distribution for events scheduled on the FAS Cambridge campus as well as billing, revenue generation, and client satisfaction. The Manager works closely with the Director of Event and Media Production, the Manager of E&MP Coordination, and the Manager of Media Production to manage field event technical staffing and associated resources to ensure operational success across a portfolio of Harvard community events, including those on evenings and weekends, and oversees the work of eight positions, divided into two field teams: (2) Field Production Managers and (5) media technicians. This position is responsible for hiring, and managing these roles and their incumbents, including performance management.

Position Description

People Management

• Directs the work of Production Managers, Senior Multimedia Technicians, and Multimedia Technicians for Events and ensures that events are adequately staffed and resourced.

• Assigns work to the Field Events Team for coordination, reviews their work, conducts performance reviews, and is responsible for interviews, hiring, and corrective action up to and through termination, as required.

• Prepares and organizes trainings on best practices for production the use of event management tools.
• Ensures compliance with University policies and procedures and applicable legal rules and regulations

Strategic and Operations Leadership

• Accountable for the planning and quality control of AV for events ranging in size and complexity from single-day events to multi-day conferences, to large scale University events.

• Ensures that staff have the right skills to deliver high quality AV services, that there is adequate staff coverage for the event calendar, and that location specific and mobile AV equipment and supplies meet service needs. Manages and monitors events-related administrative systems in order to maintain, update, and communicate event information.

• Serves as a trusted advisor to the Director of Event and Media Production and the leadership of ESS, troubleshooting operational issues on the ground and proactively communicating with the Manager of Media Production and the Director of Event and Media Production.
• Determines capacity to support event requests, and refers clients to outside resources as required.

Field Event Financial Management

• Cultivates new business and maintains positive relationships with existing clients.

• Explores opportunities to improve workflows and optimize revenue generation and reconciles event job details with invoices to ensure accurate billing.
• Manages the Overtime and operations budget around $1 Million.

Data Management

• Develops and uses an operations dashboard to aggregate information in real time from workflow platforms and other inputs in order to support data-driven decision making by ESS leadership.
• Maintains current statistics and other data from a variety of sources, including ITSM platforms and HART.

Technical/Information Technology Support

• Participates in technical projects involving ESS operations as related to field events, providing support and training for complex applications and projects.

• Stays current with new technologies and recommends solutions to support the work of ESS, including testing, documentation, and deployment.

• Abides by and follows HUIT technical standards, policies, and Code of Conduct. Actively collaborates with our Integrated AV Services team to ensure design updates and maintenance of event venue equipment.
• Organizes the review and purchase of non-capital equipment in support of field events, ensuring that operational needs are met and that purchase requests are reviewed and approved to maximize ESS support strategies and efficiencies.

Communication and collaboration with stakeholders and clients

• Builds strong relationships with AV teams and Teaching & Learning colleagues, clients, and vendors to successfully execute non-class events and achieve a high level of client satisfaction.

Basic Qualifications

• Bachelor's degree

• 5+ years of relevant experience including AV systems and processes, ITSM platforms, and workflows (SNOW, FileMaker, etc.)

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply.

• At least two years of event production operation and experience in supervision and staff management in a union environment preferably at an educational institution
• Familiarity with HR practices (evaluation, hiring, etc.)

• Ability to successfully meet deadlines and maintain excellent performance while under pressure

• Ability to work collaboratively with a variety of constituents, managing change, establishing priorities, and meeting deadlines

• Demonstrated ability to manage complex projects through to completion

• Demonstrated team performance skills, service mindset approach, and the ability to act as a trusted advisor.

• Strong communicator and relationship builder, capable of establishing strong and effective working relationships with staff, management, and external clients.

• Experienced in real-time decision-making and rapid resolution of technical and other issues.

• Demonstrated attention to detail, good judgment, discretion, and ability to handle sensitive and confidential information required.

Working Conditions

This position will be based in Cambridge, MA (Office, field locations as required)

Some night and weekend work may be required.

Additional Information

We regret that we are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources.

About Us

Education Support Services (ESS) provides world-class audiovisual and instructional support, event and media production, training, and consulting services to faculty, staff, and students in the Faculty of Arts and Sciences (FAS). The team supports the school's mission by delivering premium technology offerings that enhance and creatively advance the teaching & learning environment. ESS is comprised of five service groups: Teaching & Learning Support, Integrated Audiovisual Services, Event & Media Production, Language Center, and Assistive Technology Center.

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-CK1

Department Office Location: USA - MA - Cambridge

Job Code: 398057 Technical Manager

Job Function: Technical

Work Format: On-Site

Sub Unit: Administration and Finance

Salary Grade: 057

Department: Education Support Services


Union: 00 - Non Union, Exempt or Temporary

Time Status: Full-time

Pre-Employment Screening: Criminal, Education, Identity

Schedule: 35 hrs/week - M-F, 9am - 5pm Some night and weekend work may be required.

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.

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