Program Coordinator in Cambridge, Massachusetts at Harvard University

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvards undergraduate program (Harvard College, founded in 1636) as well as all of Harvards Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

Reporting into the Director of Research & Strategic Initiatives at the Edmond & Lily Safra Center for Ethics (ELSCE), the Program Coordinator will have responsibility for the administrative coordination of the Centers programming and emerging initiatives. This position will provide essential capacity to the administration of the Centers current, emerging and future strategic initiatives, most acutely, helping advance the FAS Civil Discourse Initiative, while also supporting new programs (e.g. Embedded EthiCS). The Program Coordinator will collaborate with staff, fellows and faculty across the FAS and university, and with partnering organizations; support cross-initiative communications; create and maintain comprehensive program and project documentation; coordinate related events and programming; and contribute to related Center communication projects and deliverables. They will work with other ELSCE staff on HR, finance, communication, and event activities as they relate to strategic program and project deliverables.

Job-Specific Responsibilities:

Administrative Support

• Coordinates meetings and seminars, often serving as designated notetaker; prepares and circulates agendas and information; synthesizes action items and follows up as needed.
• Manages and coordinates calendars for senior program staff.
• Prepares correspondence, reports, and presentations.
• Organizes and implements systems and procedures performing necessary support duties.
• Identifies, recommends and initiates changes in programs, policies, and procedures through on-going assessment to streamline and improve where possible.
• Manages and organizes files and documents in secure and accessible locations, maintaining needed confidentiality.
• Gathers and maintains data and assists in preparing reports.
• Assists with fellowship application review processes and assists with onboarding fellows and visiting scholars.
• Monitors and reconciles program expenses.
• Supports staff, faculty and fellows with financial processing, including Concur reports, invoice payments, reimbursements.

Project Management

• Serves as principal administrative contact and liaison with fellows, researchers, expert advisors, faculty, initiative leadership, program staff team, and partners to understand and clarify specific requirements of program activities.
• Creates and updates project schedules; tracks milestones, deliverables and deadlines; maintains action-item and risk logs.
• Assists in the development, implementation and review of strategic initiatives and new programs; make suggestions for improvements.
• Coordinates new initiatives at the direction of the senior staff.
• Manages communications across initiatives partnering on programs and projects.
• Collects and organizes workstream contacts, products, and other collateral.

Research Support

• Conducts desktop research by gathering, analyzing, and synthesizing information from reliable online and published sources.
• Assists in drafting grant and/or funding proposals for internal Harvard entities or outside organizations and prospective donors.
• Helps ensure adherence to institutional policies, IRB/ethics requirements, privacy rules, and study protocols.
• Assists with program evaluation.

Outreach Support

• Develops (writes, designs) program-related content for owned media (website, print materials), showcasing research outcomes, events, funding and research opportunities.
• Provides editorial assistance for documents and communication, including proofreading and formatting.
• Assists with integrating strategic initiatives into Center communications strategy.
• Assists in coordination and execution of marketing and outreach for programs.
• Coordinates Research & Design Studio-related events, including staffing, facilities, amenities and meeting materials.
• Negotiates with facilities, caterers, and vendors.

Other

• Assists with other tasks across the Center as needed.

Working Conditions:

This is a hybrid position with an expectation of working on campus three days per week. Exact schedule will be determined in conjunction with your manager and may adjust based on operational and/or business needs.

Basic Qualifications:

3 or more years of relevant experience required. A combination of education and experience may be considered.

Additional Qualifications and Skills:

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal, analytical, and communication skills. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Proficiency using a variety of computer software and systems, including Microsoft Office applications.
• Exceptional written and oral communication skills and attention to detail are essential. Expertise in utilizing digital tools & platforms used for creating/ posting/ managing digital content a plus.
• This position requires the ability to collaborate with colleagues and constituents of diverse cultural backgrounds and communication styles and to tailor and adapt content for targeted audiences, as well as collaboratively as part of a team.

• 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
• Other Information: All formal offers will be made by FAS Human Resources

  The Research & Design Studio is the Centers hub for innovation at the intersection of scholarship and practice. The Studio currently explores and strengthens civil discourse in higher education and public life by bringing together faculty, students, and civic leaders to study how we engage across difference. Through interdisciplinary research, hands-on experimentation, and campus-wide collaboration, the Studio aims to transform big questions into practical insights and effective tools that help make that engagement more meaningful and inclusive.

  Overtime may be required, including weekends and evenings, to align with programming and events.

  This is a 1-year term position and may be renewed based on Centers strategy and funding availability.

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 Universitys 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.