Program and Administrative Coordinator, Office for the Arts Dance Program

Harvard University

Sep 26

Applications are closed

Job
Full-time
Mid Level
People, HR & Administration
Business, Operations & Strategy
Cambridge

Requirements

Three years related experience in administration required.
Experience using MS Office Suite: word processing, spreadsheets, and databases.
Knowledge and appreciation of dance preferred.
Business training beyond high school or college background preferred.
Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.
Exceptional writing and verbal communications skills.
Arts and/or higher education background, with an emphasis on arts programming.
Experience with financial administration. Knowledge of Harvard systems helpful.
Ability to work independently with minimal supervision.
Competency with a variety of software including Mailchimp, Eventbrite, HTML, Dreamweaver, OpenScholar, ASAP Connect (for programming registration and ticketing).

Responsibilities

Track expenses with weekly and monthly line-item budgets (including payroll, fringe, class host hours, bank fees, Touchnet credit card fees, phone, copier fees, and all other purchases and payments.)
Process payments and purchases (e.g. visiting artist fees; external substitute teacher fees; accessibility services; photographers; etc.); request vendor/supplier set-up through Buy2Pay.
Work closely with the Manager to insure accurate coding.
Assist the Manager with Concur reports.
Submit monthly payroll for teaching artists & accompanists; submit payroll for Production Manager
Assist the Manager with budget forecasting.
Assist with purchases of office supplies, food; equipment; etc.
Work with OFA administrative group tracks income and expense reporting.
Support organizational systems and filing
Support the administrative, logistical, and operational processes for the non-credit community classes including:
Draft and send artist agreements in consultation with the manager
Support the onboarding of teaching artists & accompanists (HarvardKey; Peoplesoft; Title IX trainings; etc.)
Work with the Manager on class scheduling and reserving studios
Coordinate and track substitutes or make-up classes
Working with OFA/HUIT IT team maintain data on classes registration system
Supporting the hiring, onboarding, and training of student class hosts
Collect tuition assistance (TAP) forms and work with benefits office for reimbursements
Field customer service inquiries (issuing refunds, discounts, swapping classes, answering questions about classes and registration) and communicate with class enrollees about class relocations, holidays, make-up classes, etc.
Field and respond to the general Dance Program email in a timely manner.
Supports administrative duties related to residences and special programing including:
Preparing and processing artist contracts, in consultation with the Manager
Arranging travel, accommodations and itineraries for visiting artists
Tracking registration and RSVP’s
Preparing manuals and checklists for residencies
Arranging access services
Schedule and reserve studios/spaces
Setting-up, front-of-house, documentation, food coordination, etc.
Coordinate all studio reservations for the OFA 74 Mt. Auburn studio in accordance with the guidelines; support updating and disseminating of studio guidelines in consultation with the Manager and in collaboration with TDM staff.
Support management and organization of the student-led dance group costume closet.
Performs related duties as required.
Assist with design and implementation of digital and print materials including e-blasts, flyers, posters, and Instagram images, with accessibility best practices.
Assist with outreach including: calendar, email, social media, and website updates.
Assist with maintaining the OFA Dance Program presence in common spaces at Harvard Dance Center in collaboration with Manager and TDM staff at Harvard Dance Center.

FAQs

What is the work schedule for this position?

The schedule for this position is Tuesday to Friday from 9:00 AM to 5:00 PM, with some evening and weekend shifts as needed.

Is this position part-time or full-time?

This position is part-time.

What is the appointment duration for this role?

The appointment is a seasonal, term position ending on June 30, 2025.

Are there additional qualifications preferred for this role?

Yes, knowledge and appreciation of dance, as well as business training beyond high school or college background, are preferred.

What types of benefits are offered with this position?

Benefits include paid time off, health and welfare benefits, work/life and wellness resources, retirement plans, tuition assistance programs, and discounts for various services and activities.

Is experience in financial administration required?

Experience with financial administration is preferred, along with familiarity with Harvard systems.

Who does this position report to?

This position reports to the Manager of College Dance in the OFA Dance Program.

Are applicants from underrepresented populations encouraged to apply?

Yes, applicants from underrepresented populations are strongly encouraged to apply.

What is the basic qualification required for this role?

A minimum of three years of related experience in administration is required.

How does this position support the OFA Dance Program?

The role provides a variety of administrative and support duties, including finance coordination, non-credit class coordination, programmatic support, and communications support for the OFA Dance Program.

Harvard University

https://hr.harvard.edu/search-jobs

Education

Industry

1636

Founded Year

Mission & Purpose

Harvard University is a prestigious educational institution that provides undergraduate, graduate, and professional education across a wide range of disciplines. Their ultimate mission is to advance knowledge, foster intellectual growth, and prepare leaders who will make a difference globally. Harvard's purpose is to create an environment of academic excellence, encouraging innovation, critical thinking, and research that addresses complex challenges, while also promoting inclusive and diverse perspectives within their community.