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.

Basic Qualifications

Bachelors' degree and 5 years related experience or, 8 years of related experience in lieu of degree required

Additional Qualifications and Skills

• Knowledge of scheduling programs, databases, spreadsheets, and financial management necessary
• Strong leadership and organizational skills
• Proficiency with Adobe Creative Suite, Microsoft 365, Google Workspace Suite, and website platforms
• Supervisory experience
• Demonstrated ability to interact collaboratively with both internal and external constituencies
• Excellent verbal and written communication skills
• Strong interpersonal and managerial skills
• Working knowledge of Harvard and its financial systems
• Programmatic experience with multiple genres of live performance

Working Conditions

The health of our workforce is a priority for Harvard University. With That in mind, we strongly encourage all employees to be up to date on CDC- recommended vaccines.

Additional Information

The Office for the Arts at Harvard supports student engagement in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student artmaking across all disciplines and abilities, connects students to accomplished artists, and creates inclusive communities that celebrate the rich diversity of Harvard College. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life.

The OFA is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply.

All formal offer letters will be made by FAS HR.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website ( ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.