Program Manager Memorial/Lowell Hall Complex

Job Summary

The Program Manager is a member of the management team and reports to the Director of the Memorial Hall / Lowell Hall Complex, a department in the Office for the Arts at Harvard. The position is the primary contact for all non-curricular student, university and non-Harvard affiliated users of Sanders Theatre and Lowell lecture Hall. The Program Manager solicits requests, executes contracts and assigns rehearsal and performance dates and is responsible for the scheduling of Annenberg Hall during non-term time. The position is responsible for the timely coordination and dissemination of information regarding event logistics to the Memorial Hall production, box-office, and building managers and produces and disseminates information to various users, including policy books, contracts, forms and billing information and for collection of department revenue. The position supervises one staff assistant and assures professional reception and front office services, including the scheduling of meetings/rehearsals in twelve seminar/meeting rooms in the Complex. The Program Manager assists the Director in developing long term income generating strategies and in developing policies and procedures.

Position Description

Program Management (approx. 60%)

• Assess and evaluate Sanders Theatre?s programs in a holistic way and recommend changes that affect quality control and program content and objectives.
• Responsible for and has the decision-making authority for the programs presented in Sanders Theatre and Lowell Lecture Hall.
• Fields requests, schedules, and contracts use for Sanders Theatre, the FAS?s 1,000-seat lecture hall and concert space for all co-curricular Harvard student group, Harvard departmental, non-profit, and for-profit users of Sanders Theatre.
• Collaborate with the FAS Registrar?s Office to schedule academic use during term time weekdays.
• Solicits requests for recurring internal uses of Sanders theatre and assigns rehearsal and performance dates under the guidelines provided by the Director.
• Manages and responsible for the scheduling of co-curricular use of Lowell Hall, a 352-seat lecture/concert hall, and of 15 seminar/meeting/music practice rooms in the combined Memorial Hall/Lowell Hall Complex.
• Fields requests, schedules, and contracts use of Annenberg Hall primarily during non-academic term times.
• Oversee and disseminate information regarding event logistics to the Memorial Hall staff, particularly the production, box-office, and building managers.
• Produces, updates and disseminates information to various space users, including policy books, contracts, recording/filming authorizations, and billing information.
• Negotiates with potential venue renters employing knowledge of university policies and guidelines.
• Creates and implements substantive Memorial Hall practices, policies and procedures. Creates and implements substantive Memorial Hall practices, policies and procedures.

Strategic & Programmatic Advisement (approx. 20%)

• Advises the Director in developing and maintaining communications and operational strategies for the Complex which requires extreme discretion, thorough understanding of the complexities and nuances of the University, and an ability to interpret College and University priorities rapidly and with discernment.
• Participates in numerous University-wide planning committees as departmental representatives.
• Work with registrars? office very closely.
• Supports the Director by consulting/advising on other projects and initiatives as needed.

Staff Management (10%)

• Manages and trains one Staff Assistant III in administrative and clerical duties.
• Assures professional quality of administrative services for all the Complex?s various building departments, users, and visitors.
• Responsible for making sure the office is opened on business days in a timely manner.
• Manages office resources, including the purchasing and rental of equipment and supplies.
• Oversees the Staff Assistant?s scheduling of several performance, rehearsal, and non-performance/meeting spaces and their communications with students and staff.
• Serves as a liaison for the department with IT vendors and consultants.
• Train and educate staff on EMS Program and File Maker Database and troubleshoots these programs.

Financial Management (10%)

• Collects, documents, and coordinates processing (prepares/submits deposits, internal funds transfers) of the department?s space revenue.
• Manages administrative office budget
• Provides periodic projections and forecasts revenue outcomes given current scheduling factors.
• Forecasts revenues and expenses and creates complex budget for all revenue generated events for Memorial Hall. Allocates resources from one area of the budget to another with limited review.
• Negotiates and problem solves with external vendors, signs contract for rental agreements of significance on behalf of Harvard University and Memorial Hall.
• Accountable for being compliant with the University policies, such as protection of minor?s and Harvard?s copy-write infringement.