Manager, Event & Media Production Coordination

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Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology.  We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines - and depth in specific areas of expertise.  HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment.  If you are a technically proficient, nimble, user-focused and accountable IT professional who also connects with the importance of collaborating well in a team environment we are looking for you!  

More About HUIT: 

Our Mission: huit.harvard.edu/about 

We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery. 

HUIT’s core values are:  

• Human-centered  
• University-focused 
• Innovation-driven 
• Team-oriented

IT Academy (designed for IT Staff): 

HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills.

Learn more here: https://itacademy.harvard.edu/. 

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in FAS's Education Support Services. Key responsibilities include management of the team's two E&MP Event and Media Production Coordinators who triage requests, collect preproduction information from clients, and communicate production details to the E&MP team. 

This role is owner of the unit’s scheduling and project management environment ServiceNow, FileMaker,
Farmerswife/Cirkus, oversees interface with EMS RoomBook and ServiceNow integration. The manager is responsible for collecting and reporting service data metrics, and handles invoicing and receivables for the unit. Additionally, they will work closely with the Director of Events and Media Production, Manager of E&MP Studios, Manager of Field Events, Production Managers and other managers and coordinators within ESS to staff and plan a wide range of complex events and allocate resources.

Job-Specific Responsibilities:

Staff Management

• Manages two Event and Media Production Coordinators to ensure that all requests for events, media production,and high-end event support from faculty, staff, students, and the extended Harvard community are promptly addressed.
• Creates processes, workflows, systems to support this unit’s goals and for the performance management of direct reports to accomplish goals of Event Production Coordination Team.

Workflow Management

• Assigns the events and studio production requests to the two event and media production coordinators.
• Oversees the scheduling of production projects, establish realistic client expectations for deliverables, and book technical staff on sessions and events in the field or studio, in consultation with the relevant E&MP Manager(s).
• Designs, creates and teaches the workflow and systems to support the coordination of field and studio production events.
• Oversees creation of call sheets and/or FileMaker Job Slips to communicate production requirements to the team.
• Defines the scope of work for the technicians.
• Oversees scheduling of live-streams and live-captioning.
• Coordinates media lifecycle with the Chief Engineer and Media Production Manager.

Harvard Policies and Compliance

• Collaborates closely with clients to ensure field and production events are in compliance with Harvard’s digital accessibility and data security policies (FAS, Harvard wide, and external clients).
• Ensures that our team has the necessary access to the client's platform, as well as all pertinent information.

Delivery and Quality Check of Products

• Oversees and responsible for the delivery of media products to clients (Manager is the main point of contact with the client for the final deliverables)
• Communicates revisions and corrections to Studio and Field Production Manager(s) when needed.

Billing for Events and Media Production

• Collaborates with Financial Administrator of ESS for all event financials and reporting.
• Manages invoicing and estimates for billable services (1400 + events currently).
• Ensures that bills are processed and paid via checks and billing codes.

System Administration

• Administers the department’s scheduling, staffing and billing system.
• Customizes system to meet department’s changing needs.
• Onboards and offboards staff onto these systems.
• Creates metrics and generates reports on the E&MP portfolio for ESS Leadership.

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• 3+ years of relevant experience in event and studio production coordination

Additional Qualifications and Skills:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn. 

• Bachelor’s degree (in media production or related field desirable)
• Understanding of live streaming workflows and closed captioning.
• Experience managing reservation software (Farmerswife - Cirkus, FileMaker, etc), advanced excel, SmartSheet
• Exceptional verbal and written communication skills.
• Superior project management and organizational skills.
• Detail-oriented, persistent follow-up, and an ability to juggle shifting priorities.
• Experience managing staff including performance management, mentoring, regular meetings and working closely with HR.

• Working Conditions: This position is based primarily on-campus, in Massachusetts.
• Physical Requirements: Ability to lift 25 lbs.
• Standard Hours/Schedule: 35 hours per week
  Monday-Friday, 9am-5pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information:
  Please provide a cover letter and resume as one document with your application. 
  This position has a 180-day orientation and review period.

#LI-BT1 

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• 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 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.