Posting will remain open until filled, however applications will be reviewed beginning Friday, August 2nd.
Reporting to the HFA Director, the Program Manager oversees a wide range of logistical and administrative activities related to year-round film screenings and special events, including budget management and the supervision of HFA box office managers.
An ideal candidate is someone who:
Is a skilled and effective administrator with a keen eye for details.
Thrives in managing multiple-projects and keeping deadlines in a high-pressure work environment. Manages time effectively despite frequent interruptions.
Is passionate and generally knowledgeable about cinema.
Has a calm disposition and handles stress well especially during busy events.
Takes pride in the representing the Harvard Film Archive in all communications and special events.
Duties and Responsibilities
Administration: The Program Manager will be in charge of day-to-day operations of the Harvard Film Archive. First point of contact for general inquiries about the Harvard Film Archive. Supervise box office managers and maintain volunteer usher schedule. Manage the Financial Associate and the Film Programming Assistant (this includes hiring, assigning and reviewing work, performance reviews, etc.). Responsible for the HFA's annual report, gathering relevant information from HFA colleagues into a coherent and compelling narrative to submit and share with the International Federation of Film Archive (FIAF). Oversee the calendar for the HFA Director. Coordinate meetings including the monthly HFA staff meetings, keep notes and distribute minutes. Oversee and maintain general content and functionality of the HFA website, working together with the HFA Publicist and regularly communicating with the HFA Director, Publicist, Chief Technician and Collections Manager to ensure all information is up to date. Renew the HFA's annual FIAF Membership and City of Cambridge entertainment license. Ensure the orderly appearance of the Harvard Film Archive's main office. Ensure equipment works and general supplies are replenished as needed.
Travel and hospitality: Responsible for travel and hospitality arrangements for invited guests, often from overseas, including paperwork related to honoraria payments, visas, letters of invitation. Manage visits and relationships with distinguished guests and their staff, providing detailed itineraries and coordinating connections with faculty while guests are on campus. Meets guests upon arrival and delivers them to campus.
Budget: Responsible for budget planning and supervision. Tracks the budget, including expenditures of grants, endowed funds, current use and restricted gift funds, and prepares reports for Director. Works with HFA Financial Associate to ensure prompt payment to all vendors. Works with the HFA Financial Associate and Harvard College Library Financial Services to report expenses, submit invoices and ensure compliance with university spending policies. Assists with grant writing and preparation of annual financial reports.
Special Events: Oversees special events. Works closely with box office managers to effectively plan large attendance events. Attends and helps to staff some evening and weekend special events.
Film Activities: Prepares weekly
Bachelor's degree required.
Minimum of three years of higher education or business experience required.
Minimum 1 year experience supervising staff.
Master's degree preferred.
Knowledge of basic accounting practices, problem-solving skills, and the ability to prioritize projects necessary.
Strong organizational skills and the proven ability to manage multiple tasks simultaneously.
Demonstrated ability to relate well with diverse constituencies.
Thorough knowledge of Harvard University academic and administrative structure is helpful. Knowledge of Harvard financial and human resources systems such as ORACLE/HART and PeopleSoft desirable.
Ability to work independently and in collaboration with others.
Must be able to maintain confidentiality and exercise complete discretion.
Effective communication skills are essential, with an emphasis on writing.
Motivated and self-resourceful self-starter with the ability to anticipate needs, meet deadlines and solve problems creatively, both independently and in team settings.
Ability to interact with high-profile visitors with poise and self-confidence.
Experience as an administrator and/or events planner is a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 49590BR
About Harvard University College Library
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.