Manager, Arts Festival and Special Events

Job Description

Job Summary:

The Office for the Arts at Harvard (OFA) 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 enriches society and shapes communities in which the arts are a vital part of life.

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

The Manager, Harvard Arts Festival and Special Events, reports to the Associate Director for Creative Productions. Under the guidance of the Director of the OFA and the Associate Director for Artist Engagement, the position strategizes and supports the planning and implementation of Harvard's annual ARTS FIRST Festival and project manages and provides logistical support for special OFA events. This position works closely with OFA's senior management, Harvard students, faculty, and colleagues across the University, and public constituents to realize events around the campus that serve the mission of the OFA and Harvard College.

Job-Specific Responsibilities:

Harvard Arts Festival Curation and Production:

• Work closely with the Associate Director for Creative Productions to produce the Harvard Arts Festival including the Harvard Arts Medal.
• Collaborate with Associate Director and OFA Director as a thought-partner on new creative programming, curation and initiatives for the festival.
• Project manages the planning, marketing, hiring, logistics, implementation and execution of the festival.
• Recruit, hire, train, and coordinate a team of 12-15 Student Producers
• Organize 800-1,000+ student performers for festival.
• Recruit and organize 60-100 volunteers (students, faculty, staff, community members), and a Volunteer Coordinator to supervise them.
• Schedule 10-12 venues, security, equipment, volunteers, and performances.
• Serve as the primary lead for the Festival’s Performance Fair, collaborating with the OFA Director and the Director for Artist Engagement and Creative Productions on curation of the Performance Fair.
• Develop new partnerships with other Harvard schools, faculty, offices, and departments to incorporate their ideas into festival events.
• Establish and maintain timelines and workflows for festival committees/work groups
• Track and organize logistical and publicity information.
• Ensure that planning stays on schedule and that vendors and staff have up-to-date information.
• Solicit applications for festival events from university partners and gather accurate publicity information on all campus arts events and exhibitions occurring during the festival.
• Gather/enter/manage Arts Fest event database, files, and correspondence.
• Work with Communications team to develop, manage and execute strategy for marketing, communications, and outreach for Arts Fest.
• Prepare content for Arts First Guide, signage, website, social media, media inquiries, and general communications materials, working closely with senior colleagues.
• In collaboration with the Associate Director for Creative Productions track and update the festival budget, ensuring effective allocation of resources and assist Festival event producers to ensure timely reconciliation of invoices.
• Prepare final documentation and post-production for festival, and maintain Festival archive of digital and print materials, in collaboration with OFA Communications team.
• Organize annual post-mortem with OFA senior staff to discuss Festival and offer proposed changes for following year.
• Solicit, track and prepare data and create yearly festival report; contribute data and language for OFA yearly impact reports.

Special Event Strategy, Planning, and Project Management:

• Support the Director for Artist Engagement and Creative Productions to plan, project-manage, market and produce the OFA Visiting Guest Artist Series, OFA special projects and university events as assigned.
• Lead the setup/break down, logistics, hospitality, and artist support for special events.
• Book hotels, travel, and manage hospitality and logistics for visiting guest artist series and residencies.
• Build itineraries and be point person for visiting guest artists.
• Track and organize logistical and publicity information for special events
• Negotiate and coordinate with vendors and internal departments to organize event services, including catering, audiovisual needs, signage, registration, logistics, parking, and security
• Develop and maintain a schedule for event production meetings
• Prepare detailed event plans and briefing documents to ensure smooth operational execution. This includes assigning, communicating, and training staffing roles and responsibilities.
• In collaboration with the Director for Artist Engagement and Creative Productions, track and update special events budgets.
• Partner with the OFA Director of Programs to evaluate the event’s process by analyzing survey data and insights from cross-functional team debriefs to assess audience experiences.
• Support digital story-telling, social media, and event promotion as assigned by the Director of the OFA.

Working Conditions:

The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of student breaks. 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 about the College policy 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.

Qualifications

Basic Qualifications:

• Master's degree required or equivalent work experience
• 5+ years of work experience in event management, event project management, people management, or similar role required

Additional Qualifications and Skills:

• Strong attention to detail
• Experience producing live performance events
• Experience providing outstanding customer service to internal and external constituents
• Excellent communication, organizational, time management, and project management skills
• Experience working closely with students in a support capacity
• Significant experience leading event projects requiring collaboration across teams of diverse stakeholders
• Demonstrated ability to work both independently and on a team
• Deep understanding of project management and productivity tools (e.g., ClickUp)
• Knowledge of virtual and hybrid event platforms (e.g., Zoom Events) Understanding AV technology and other event-related tech
• Availability to work irregular hours, including evenings
• Demonstrated commitment to education and community programming
• Ability to manage large quantity of detailed information, problem-solve on the fly, remain calm and professional under changing circumstances, combine creativity with solid production and people management skills.
• Stage management experience is a plus, as is experience working with multi-generational teams, including retirees and those under 18 years of age.
• Clear written and verbal skills.
• Familiarity with Adobe Creative Suite preferred. Familiarity with publishing content to websites and social media marketing. Command of digital Collaboration tools such as Google Drive and Dropbox and project management software tools such as Trello are a plus.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. 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.