Harvard University · 10 hours ago
Department Coordinator
Petersham, MA
Full-time
Onsite
Mid Level
3+ years expHarvard University is a leading institution dedicated to advancing knowledge and fostering innovation. The Department Coordinator for Events and Property Operations plays a vital role in coordinating external conference center activities, internal events, and property management for Harvard Forest's facilities.
EducationHigher EducationUniversities
No H1B
Responsibilities
Serve as the first point of contact for all visitors, providing a warm, professional, and welcoming presence
Triage and respond to inquiries from visitors, guest or internal community
Answer and route incoming phone calls and respond promptly to general inquiries
Manages phone system including training, voicemail and staff changes
Maintains an up-to-date department-wide email list
Manage all mailroom operations, including receiving and signing for packages, sorting and distributing incoming mail, coordinating with delivery carriers as needed, and promptly notifying community members of arrived items
Order, track, and maintain inventory of office supplies
Provides general office support as needed as part of the admin team
Support special projects as assigned, which may include creating mail merges and communication strategies, researching transportation options for community travel between Cambridge and Petersham, benchmarking governance structures at peer field stations, and other projects as assigned
Sell books and merchandise related to on-site museum
Other related front desk duties as needed
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 on-site troubleshooting services during events
Prepares invoices for all billable services related to the conference center as well as manages the tracking and collections of past due invoices
Ensures conference center dining and meeting spaces are appropriately stocked for events
Coordinates Harvard College First Year Seminar course logistics with Senior Research Staff (transportation, lodging and food supplies/catering options)
Provides general support as needed to roughly 25 students and summer residential advisor which may include arranging air travel and transportation
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, programming and symposia (Eg. Annual Bullard Lecture, Winter Internship programming, Annual Ecology Symposium, Quarterly All-Staff meetings, etc)
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
Assigns space for offices, short and long-term housing, and conferences
Responsible for key management including distributing, tracking and ordering new keys for offices, gates, towers, and housing
Maintains reservation database, which includes housing assignments, tenant relations, and lease agreements
Orders linens, disposable items and cleaning supplies as requested by housekeeping contractor and custodian
Identifies priorities for housing upgrades and communicates those to the Land and Facilities Manager (including painting, furniture replacement, and routine maintenance, etc.). This involves aesthetic considerations as well as practical use
Qualification
Required
High School Diploma or equivalent and three or more years of related experience
Experience with Microsoft Office Suite (including Sharepoint) and Adobe Acrobat
Experience coordinating events and logistics for large-scale events
Experience serving in a greeting/reception role
Exceptional interpersonal skills and a customer service orientation
Ability to manage multiple projects simultaneously and shift smoothly between tasks
Must be flexible, enthusiastic, and open to and energized by change
Experience prioritizing and accomplishing tasks with minimal supervision, and creatively and independently solving problems that arise
Collaborative style, combined with the ability and desire to work in a team-based environment
Exceptional organizational skills
Attention to detail and thoroughness in completing assigned duties
Comfort with learning new software and web-based applications
Experience with purchasing and invoicing
Experience in a deadline-driven environment
Interest in the research and educational mission of Harvard Forest
Benefits
Generous paid time off including parental leave
Medical, dental, and vision health insurance coverage starting on day one
Retirement plans with university contributions
Wellbeing and mental health resources
Support for families and caregivers
Professional development opportunities including tuition assistance and reimbursement
Commuter benefits, discounts and campus perks
Company
Harvard University
Harvard University is a private research university and a member of the Ivy League.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$136.43MKey Investors
National Endowment for the Humanities (NEH)Alfred P. Sloan FoundationMassachusetts Clean Energy Center
2023-01-10Grant· $0.35M
2022-01-01Grant· $1.5M
2021-08-24Grant· $0.07M
Leadership Team
Anne Margulies
CIO
Christopher Petty
Director Of Business Development
Recent News
CB Insights
2026-01-23
2026-01-20
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