Residential Program Coordinator - Harvard University : Job Details

Basic Qualifications

* Bachelor's degree or relevant full-time work experience.

* Minimum of 2-4 years relevant work experience

Additional Information

This role will work occasional evenings and weekends, as determined by the schedule of DSO programs and CQH events.

Position Description

Programming Support (45%)

* Coordinate and execute of Residential Life programs, including Sophomore Orientation summer weekly newsletter, 11 canvas modules with 8 campus partners, 4 Housing Day events for 1600-4000 student, 12 events for first 6 weeks of programming, 10 events over winter break, and 30 other Residential Life/ House Committee signature events

* Serves as a point of contact for partner offices participating in Residential Life programs, such as the Center for Wellness and Health Promotion, Harvard Art Museums, Harvard Recreation, the American Repertory Theater, Academic Programs Office, and the Office of International Education, FYE, Student Engagement, and others

* Provide guideline to students and staff on event and risk management, particularly for late night student-initiated events management while using the Cambridge Queen's Head, including but not limited to event registration, applying for entertainment licensing with the City of Cambridge, Crowd Certification Managers, etc.

* Fosters an inclusive environment reflective of Harvard's values of diversity and belonging

* Performs other duties as assigned

Space Management (30%)

* Oversee the management and maintenance of the venue space in the basement of Annenberg, formerly known as Cambridge Queen's Head Pub

* Coordinate rental of premises and audio-video systems as needed, estimated to be 75-100 rentals annually

* Establish and maintain close and collaborative relationships with students, staff, faculty, Faculty Deans, FYE, DSO staff, and on- and off-campus clients

* Liaise with campus departments and organizations involved with student life including Harvard Police, Securitas, Risk Management, CWHP (Center for Wellness and Health Promotion)

* Enforce all local and federal laws, and Harvard University policies and procedures, regarding social event programming, including alcohol policies

Administrative/Financial Support (20%)

* Create invoices for 75-100 internal and external CQH space reservations annually

* Collect revenue by check for ~25 external space rentals, and deposit checks via credit voucher with assistance of the Assistant Director of Administration and Finance.

* Prepare journal spreadsheets for 50-75 internal space rentals annually, with the assistance of the Assistant Director of Administration and Finance

* Review monthly reports for CQH operations to ensure all expenses and revenue are recorded on a timely basis

* Act as PCard delegate for Director of Residential Programs and assist with monthly reconciliation of 8-15 purchases monthly

* Reconcile 8-15 monthly purchases on their own PCard

* Act as resource to 3 Residential Programs graduate assistants on financial policies; ensure graduate assistants are documenting purchases made on declining balance cards in alignment with University policy

* Facilitate payment to HUPD, FMO, cleaning vendors, estimated at 75-100 invoices annually

* Provide accurate and up to date data on the CQH to forecast budgets based on revenue and expenditures

Communications (5%)

* Collect content and organize communications for sophomore-specific newsletters distributed at a weekly rate over the summer and a monthly rate during the academic year

* Organize website content for Residential Programs and other relevant updates throughout the year

Job Summary

Reporting to the Director of Residential Programs, the Program Coordinator provides administrative and event support for the portfolio of Residential Life programs, including programming for the FYE, the House Committees, the Residential Staff Training, Sophomore Orientation programming, and Housing Day events. The Program Coordinator will work regularly with the Director of Residential Programs, but at times they will work independently to represent the DSO, lead events, facilitate meetings, and enforce policies. Constituents include DSO colleagues, Harvard College students, student organizations, University colleagues, and outside parties. The person in this position supports the development of student leadership to create student-initiated programs geared toward the undergraduate population, works with students to develop creative marketing strategies, and offers support and guidance to create a vibrant undergraduate social space.