Manager, Event & Media Production Coordination

Job Description

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in HUIT’s Education Support Services. Key responsibilities include management of the team's two E&MP Event and Media Production Coordinators who triage requests, collect pre‑production information from clients, and communicate production details to the E&MP team. The manager owns the unit's scheduling and project management environments in Service Now, File Maker, Farmerswife/Cirkus, and oversees interface with EMS Room Book and Service Now integration.

Responsibilities also include collecting and reporting service data metrics, handling invoicing and receivables, and working closely with the Director of Events and Media Production, Manager of E&MP Studios, Manager of Field Events, Production Managers and other ESS managers and coordinators to staff and plan complex events and allocate resources.

• Manages two Event and Media Production Coordinators to ensure all requests for events, media production, and high‑end event support are promptly addressed.
• Creates processes, workflows, and systems to support this unit’s goals and performance management of direct reports.

• Assigns event and studio production requests to the two coordinators.
• Oversees scheduling of production projects, sets realistic client expectations, and books technical staff for sessions and events.
• Designs, creates, and teaches workflows and systems for field and studio production coordination.
• Oversees creation of call sheets and/or File Maker Job Slips to communicate production requirements.
• Defines scope of work for technicians and coordinates scheduling of live‑streams and live‑captioning.
• Coordinates media lifecycle with the Chief Engineer and Media Production Manager.

• Ensures field and production events comply with Harvard’s digital accessibility and data security policies.
• Guarantees the team has necessary access to clients’ platforms and pertinent information.

• Oversees delivery of media products to clients, serving as main point of contact for final deliverables.
• Communicates revisions and corrections to Studio and Field Production Managers when needed.

• Collaborates with the Financial Administrator of ESS for all event financials and reporting.
• Manages invoicing and estimates for billable services (1‑400+ events currently).
• Ensures bills are processed and paid via checks and billing codes.

• Administers the department’s scheduling, staffing, and billing system.
• Customizes systems to meet changing needs.
• Onboards and offboards staff onto these systems.
• Creates metrics and generates reports on the E&MP portfolio for ESS leadership.

• 3+ years of relevant experience in event and studio production coordination.
• Supervisor experience, managing staff including performance management, mentoring, regular meetings, and working closely with HR.

• Bachelor’s degree (media production or related field desirable).
• Understanding of live streaming workflows and closed captioning.
• Experience managing reservation software (Farmerswife – Cirkus, File Maker, etc.), advanced Excel, and Smart Sheet.
• Exceptional verbal and written communication skills.
• Superior project management and organizational skills.
• Detail‑oriented, persistent follow‑up, and ability to juggle shifting priorities.

• Working Conditions:
  
  Position is based primarily on campus in Massachusetts.
• Physical Requirements:
  
  Ability to lift 25 lbs.
• Standard Hours/
  
  Schedule:
  
  35 hours per week, Monday‑Friday, 9am‑5pm.
• Visa Sponsorship Information:
  Harvard University is unable to provide visa sponsorship for this position.
• Pre‑Employment Screening:
  Identity.
• Other Information:
  Please provide a cover letter and resume as one document with your application. This position has a 180‑day orientation and review period.

This position is salary grade level 056.

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