Position Description

• Manage the operations and event logistics of a mixed portfolio of in-person domestic programs, in- person international programs, and live-virtual programming from the planning process through to completion and beyond.
• Develop strategic timelines, prepare, and lead planning meetings with the program team.
• Serve as frontline program delivery support for learners and faculty on all programs within the assigned portfolio, representing HMS and the Office for External Education (OEE).

• Develop a risk mitigation plan for specific programs, clients, and locations.
• Assess risk issues and develop mitigation strategies in advance of programming for logistical, cultural, learning, faculty, and geopolitical elements.
• Collaborate with HU Global Support Services and HMS Emergency Management to develop and disseminate safety and security communications.
• Manage, triage, and escalate issues or emergencies in real-time.
• Identify and escalate any branding, use of Harvard’s name, or copyright issues while working with partner institutions.

• Independently manage relationships with program directors, faculty, education and business unit colleagues, clients/external partners, and vendors.
• Effectively collaborate with business unit and core function representatives within OEE to ensure programs and collateral are marketed, budgeted, and branded properly.

• Oversee financial aspects of the program including managing to an established budget, negotiating and optimizing pricing with vendors, and working with faculty to propose cost-effective programming solutions.
• Reconcile all program expenses and ensure final invoices align with contracted and negotiated rates.

The Office for External Education provides healthcare professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the School’s almost 12,000- member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.
 

Basic Qualifications

5 or more years of experience in events, logistics, or related fields. Higher education may count towards experience.
 

Additional Qualifications and Skills

• Bachelor's or Master's degree preferred.
• Strong working experience with Zoom, Cvent, Canvas, Monday.com, and/or related platforms. Salesforce experience is a plus.
• Excellent interpersonal, written, and verbal communication skills.
• Superior organizational and project management skills with the ability to function independently in a changing environment.
• Demonstrated skills in prioritizing/performing multiple tasks while maintaining exceptional attention to detail.
• Skilled in meeting required deadlines with limited supervision.
• Proficient in the use of Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Ability to independently create detailed reports.
• Ability to handle confidential information with discretion.
• Promote and maintain the highest level of customer service during high-profile events in the US and abroad.

Additional Information

Cover letters are strongly encouraged as part of the application process.

The position involves domestic and international travel of up to 20% time during periods of peak program activity.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.