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Harvard Film Archive Program Manager – Harvard University – Cambridge, MA


Company: Harvard University

Location: Cambridge, MA

  • Full Time

Harvard University

Job Code

359056 Admin Dept/Program Admin

Duties & Responsibilities

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 “fact sheets” that detail and communicate all technical and logistical information related to film screenings and special events. Works with the HFA Director, Collections Manager, and Program Assistant to rent analogue (35mm or 16mm) film prints or digital copies from commercial vendors and film archives and secure screening rights. Coordinates film programs with on- and off-campus collaborators from across the university and around the world. Communicates with vendors and rights holders to secure copies of films to be screened.

Basic Qualifications

  • Bachelor’s degree required.

  • Minimum of three years of higher education or business experience required.

  • Minimum 1 year experience supervising staff.

Additional Qualifications

  • 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.

Additional Information

Work Environment

  • Work is performed in an area with library materials that may contain allergens or irritants such as paper dust and/or mold.

DIVERSITY AND INCLUSION AT THE HARVARD LIBRARY

Across Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society.

Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support. Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University’s faculty, students, and researchers—now and in the future—with exceptional experiences and comprehensive access to these materials.

Learn more about our contributions to the academic enterprise by visiting us at http://library.harvard.edu and about the Harvard University community athttp://hr.harvard.edu/why-harvard.
Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.

Job Function

General Administration, Library

Sub-Unit

Location

USA – MA – Cambridge

Department

Harvard College Library – Harvard Film Archive

Time Status

Full-time

Union

00 – Non Union, Exempt or Temporary

Salary Grade

056

Pre-Employment Screening

Criminal, Education, Identity

Schedule

35 hours per week

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.

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