Faculty Assistant and Program Coordinator in Cambridge, Massachusetts at Harvard University

002974SR
School/Unit Harvard Kennedy School
Department Center for Public Leadership
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Professor Marshall Ganz is a Senior Lecturer in Public Policy at the Harvard Kennedy School and Faculty Director of the Practicing Democracy Project (PDP) at the Center for Public Leadership. His teaching and research focus on leadership, narrative, organizing, and civic engagement, with an emphasis on how people build collective power to create change.

The Practicing Democracy Project supports practitioners and students to develop the skills, relationships, and capacities needed for democratic renewal. It focuses on equipping individuals and organizations to engage in the work of organizing, building power, and fostering democratic practices. Through teaching, research, and practitioner partnerships, PDP explores how democracy is not only a system of governance, but lived, daily practice.

Professor Ganz teaches three courses: Organizing: People, Power, Change; Public Narrative; and Being Human. His courses, which are taught both in person and online, draw hundreds of students and practitioners from around the world and are grounded in a practice-based approach to leadership development. His work frequently involves collaboration with organizers, students, academics, and institutions globally.

In addition to his role at Harvard, Professor Ganz is the founder and senior advisor of the Leading Change Network (LCN)—a global community of organizers, educators, and change-makers who use the organizing frameworks and leadership practices developed through his work.

Position Summary

The Faculty Assistant & Program Coordinator will play a central role in supporting Professor Ganz and the Practicing Democracy Project, providing high-level administrative, logistical, and relational support. This is a dynamic and people-centered role that enables the smooth functioning of a fast-paced, collaborative, and impact-driven body of work.

The ideal candidate is proactive, highly organized, detail-oriented, and relationally skilled. They have the ability to manage complex scheduling, ensure follow-through across multiple streams of work, and steward relationships with care and joy. They are curious about our work, committed to learning, and invested in their own growth and development.

Key Responsibilities

1. Course Support & Team Coordination

• Provide operational support to Professor Ganz and a dynamic team of 6–12 teaching fellows, ensuring seamless delivery of courses in a fast-paced, highly collaborative environment.
• Manage day-to-day course needs, including editing and printing materials, updating course websites, scheduling office hours, obtaining copyright permissions, and entering grades.
• Coordinate course technology needs, ensuring the teaching team has reliable tools and technical support.
• Contribute to a strong and supportive team culture by reliably fulfilling individual responsibilities, proactively assisting colleagues when needed, and contributing to the effective functioning of the broader teaching and programmatic work.

2. Scheduling & Follow-Up

• Manage Professor Ganz’s complex calendar across teaching, PDP work, coaching, and research.
• Schedule meetings with students, colleagues, team members, and external partners, ensuring all relevant background materials are shared in advance.
• Maintain clear communication with the PDP team regarding Professor Ganz’s availability, priorities, and upcoming commitments to support effective planning and coordination.
• Debrief with Professor Ganz after meetings to clarify next steps and follow-up actions.
• Execute timely and reliable follow-up after meetings, including sharing materials, scheduling subsequent meetings, tracking action items, and making introductions as needed.

3. Communications & Relational Stewardship

• Manage incoming emails with responsiveness and efficiency.
• Draft, respond to, and organize correspondence on behalf of Professor Ganz with students, colleagues, team members, and external partners.
• Support clear, consistent communication between Professor Ganz, the PDP team, and collaborators, including LCN staff and broader network members.
• Track key relational connections and ensure timely follow-up on conversations, meetings, and requests.

4. Task Management

• Collaborate with Professor Ganz and the PDP team to track ongoing tasks, priorities, and project deadlines.
• Maintain and manage Professor Ganz’s to-do lists, including capturing, clarifying, and translating action items from meetings, conversations, and written communications into clear next steps.
• Stay closely attuned to shifting priorities and proactively identify potential bottlenecks before they arise.

5. Travel Coordination & Expense Reimbursement

• Arrange travel logistics, including transportation, lodging, and itineraries.
• Coordinate with partner organizations and host institutions when travel is sponsored or externally arranged.
• Process and track travel-related expense reimbursements in accordance with applicable policies and procedures.

6. Database & Website Management

• Maintain PDP’s contact database, including collecting and entering attendee lists from events, trainings, and Professor Ganz’s meetings.
• Collaborate with the CPL team and HKS Salesforce team to regularly update the database.
• Update Professor Ganz’s and the PDP’s website with recent news, articles, interviews, and announcements.

Database & Website Management

• Maintain PDP’s contact database, including collecting and entering attendee lists from events, trainings, and Professor Ganz’s calendar.
• Collaborate with the PDP team and HKS Salesforce team to regularly update the database and review new contacts during team meetings.
• Continually update Professor Ganz’s and the PDP’s website with recent news, articles, interviews, and announcements.

Contribute to unit effort by accomplishing related duties as required.

Basic Qualifications:

2 years’ experience in an office environment, including demonstrated office administration and customer service skills. Internships will count toward experience.

Additional Qualifications and Skills:

• Nonprofit, business, or public sector training or experience preferred.
• Proficiency in email/calendar management tools (Microsoft Outlook and/or Google Workspace) and willingness to learn database systems like Salesforce.
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks.
• Excellent interpersonal and communication skills.
• High level of discretion and professionalism in managing sensitive communications and relationships.
• Familiarity or interest in civic engagement, public leadership, or social movements a plus.
• Comfort working independently and as part of a collaborative team.
• Bachelor’s degree preferred.

• Appointment End Date: This is a fully benefits eligible term appointment ending one year from date of hire, with the possibility of renewal.
• 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
  
  

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. 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 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.

Salary Grade and Ranges

This position is salary grade level 054. 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.