Events and Operations coordinator

Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.

Required Education
High School Graduate

Position summary:
Reporting to the Assistant Director of Events and Operations, the Events and Operations Coordinator serves as a key member of the Campus Planning and Operations (CPO) team, leading the coordination, scheduling, and operational planning of events across client. As the primary point of contact for event-related requests, this role partners with faculty, staff, research centers, and service providers to ensure events are accurately planned, effectively communicated, and seamlessly executed in accordance with HKS policies and procedures.
Oversees event logistics from initial inquiry through post-event billing and reconciliation, managing room reservations, event setups, service coordination, labor charges, and stakeholder communications. This position plays a critical role in supporting the HKS community by providing exceptional customer service and ensuring the successful delivery of both routine and high-profile events.
In addition to event coordination responsibilities, this position provides cross-functional operational support by assisting with work order management, mailroom operations, and other administrative services as needed to ensure continuity of service and efficient day-to-day campus operations.
This position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced, customer-focused environment.

General purpose:
Serve as the primary contact for campus event scheduling and logistics, ensuring high-quality, well-organized events that support the mission and operations of the client. Provide exceptional customer service to the HKS community for event-related needs, while also offering cross-coverage for operational functions such as work orders, mailroom services, and administrative support when required.

Position Responsibilities

Event Coordination & Operations:
Serve as a member of the Room Reservations team, utilizing the Event Management System (EMS) to process and manage reservation requests, ensuring all submissions are accurate, complete, and appropriately reviewed through the event dashboard.
Serve as the primary point of contact for Operations and Event Services inquiries by answering the Help Desk and Emergency phone lines, responding to walk-in visitors, and managing departmental email communications.
Maintain a thorough understanding of scheduling restrictions, policies, and procedures, and effectively communicate and enforce them with clients and stakeholders.
Provide training and support to community members on event systems, reservation processes, and event management best practices.
Coordinate operational requirements for events to ensure seamless execution, and conduct event walkthroughs and site visits as needed.
Partner with centers, departments, and research groups to support key institutional events and programs.
Collaborate with internal and external stakeholders to coordinate event logistics, including room setups, signage, service requests, staffing requirements, labor charges, and vendor communications.
Co-facilitate weekly events meetings alongside the Events Manager by tracking major events, requesting agendas, reviewing event details for accuracy, and documenting follow-up actions.
Manage the room reservations inbox and ensure timely responses to all reservations and event-related inquiries.
Develop, review, and maintain event setup diagrams; coordinate furniture requests; and collaborate with Custodial Services to ensure event readiness.
Partner with HUDS to coordinate catering requests, event layouts, and related service requirements.
Prepare and process labor quotes, billing information, and charge codes for events requiring additional staffing, custodial support, or after-hours services.
Serve as the primary liaison for research centers, faculty groups, and administrative departments by gathering event information, requesting agendas, and confirming details within EMS.
Process event-related invoices and labor charges, including additions, evening, holiday, and weekend staffing costs, while communicating billing information to clients in accordance with departmental procedures.
Monitor event schedules and proactively identify and resolve operational concerns to ensure successful event delivery.

General Administrative Duties:
Monitor and respond to CPO Alerts email inquiries, directing requests to the appropriate stakeholders as necessary.
Purchase office supplies and process invoices through the P2B procurement platform in accordance with CPO’s guidelines.
Maintain accurate records, documentation, and event-related files to support departmental operations and reporting.
Assist with additional administrative and operational duties as assigned to support the goals of the Events and Operations team.

Cross-Coverage Duties
Work Order Management
Provide operational coverage for work order management during the absence of the primary Operations Coordinator.
Receive, enter, assign, monitor, and close work orders using client, the Campus Services Portal, and leased building work order systems, including 124 Mt. Auburn and 1 Brattle Square.
Ensure timely communication with requestors and service providers while maintaining accurate records and follow-up on outstanding requests.

Mailroom Operations Coverage:
Maintain continuous mailroom operations during primary staff absences by providing comprehensive mail services support.
Assist with customer-facing inquiries and package pick-up processes.
Sort, distribute, and process incoming and outgoing mail and packages.
Receive deliveries, manage package tracking, and coordinate distribution to faculty, staff, and departments.
Support off-campus delivery and courier services to ensure timely and accurate distribution of materials.
Maintain established mailroom procedures and service standards to support uninterrupted operations.

Basic qualifications

At least three years’ experience working in higher education and facilities.
Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint, and Outlook applications.
Ability to successfully manage multiple assignments simultaneously.

Additional requirements:
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Strong organizational and time-management skills, with the ability to effectively prioritize and manage multiple assignments in a fast-paced, customer-focused environment.
Demonstrated ability to work independently, exercise sound judgment, and manage responsibilities with minimal supervision.
Experience with event management and operational systems, including EMS, Social Tables, building work order management systems, and Witts Mailroom software; prior experience is preferred.
Exceptional customer service skills, with a proven ability to respond professionally and effectively to a wide range of inquiries, resolve issues, and maintain positive relationships with internal and external stakeholders.
Excellent written, verbal, and interpersonal communication skills, including the ability to communicate effectively with faculty, staff, students, fellows, vendors, and external partners.
Strong attention to detail and commitment to accuracy when managing event logistics, reservations, billing processes, and administrative tasks.
Demonstrated ability to work collaboratively as part of a team while contributing to a positive, inclusive, and service-oriented work environment.
Flexibility to work evenings, weekends, and holidays as operational needs and event schedules require.
Ability to occasionally lift and move items weighing up to 20 pounds.
Ability to travel between multiple campus locations throughout the workday as part of regular job responsibilities.
Experience coordinating events, meetings, or campus operations in a higher education or similar environment.
Ability to manage multiple tasks simultaneously while maintaining high standards of customer service and operational excellence.
Strong problem-solving skills, adaptability, and the ability to remain calm and effective under pressure.
Commitment to fostering a welcoming and professional experience for all members of the client.

Physical demands and work environment:
Able to work evening hours and/or weekends or holidays as needed.
This position involves occasionally lifting and moving loads weighing over 20 pounds.
Will be required to travel to multiple locations around campus.