Manager, Event & Media Production Coordination

About the role

This role oversees production coordination throughout the project lifecycle for the Events and Media Production team in HUIT’s Education Support Services.

Responsibilities

• Staff Management: Manages two Event and Media Production Coordinators to ensure that all requests for events, media production, and high-end event support from faculty, staff, students, and the extended Harvard community are promptly addressed.
• Workflow Management: Assigns the events and studio production requests to the two event and media production coordinators. Oversees the scheduling of production projects, establishes realistic client expectations for deliverables, and books technical staff on sessions and events in the field or studio, in consultation with the relevant E&MP Manager(s).
• Workflow Design: Designs, creates, and teaches the workflow and systems to support the coordination of field and studio production events. Oversees creation of call sheets and/or FileMaker Job Slips to communicate production requirements to the team. Defines the scope of work for the technicians. Oversees scheduling of live-streams and live-captioning. Coordinates media lifecycle with the Chief Engineer and Media Production Manager.
• Harvard Policies and Compliance: Collaborates closely with clients to ensure field and production events are in compliance with Harvard’s digital accessibility and data security policies (FAS, Harvard wide, and external clients). Ensures that our team has the necessary access to the client's platform, as well as all pertinent information.
• Delivery and Quality Check: Oversees and responsible for the delivery of media products to clients (Manager is the main point of contact with the client for the final deliverables). Communicates revisions and corrections to Studio and Field Production Manager(s) when needed.
• Billing for Events and Media Production: Collaborates with Financial Administrator of ESS for all event financials and reporting. Manages invoicing and estimates for billable services (1400 + events currently). Ensures that bills are processed and paid via checks and billing codes.
• System Administration: Administers the department’s scheduling, staffing, and billing system. Customizes system to meet department’s changing needs. Onboards and offboards staff onto these systems. Creates metrics and generates reports on the E&MP portfolio for ESS Leadership.

  Qualifications

  • Basic Qualifications: 3+ years of relevant experience in event and studio production coordination, supervisory experience, managing staff including performance management, mentoring, regular meetings and working closely with HR.
  • Additional Qualifications and Skills: Bachelor’s degree (in media production or related field desirable), Understanding of live streaming workflows and closed captioning, Experience managing reservation software (Farmerswife – Cirkus, FileMaker, etc), advanced excel, SmartSheet, Exceptional verbal and written communication skills, Superior project management and organizational skills, Detail-oriented, persistent follow-up, and an ability to juggle shifting priorities.