Administrative and Program Manager, Harvard Institute for Learning in Retirement at Harvard University – Cambridge, Massachusetts

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 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:

The Administrative Manager supports the daily operations, academic administration, and participant services of the Harvard Institute for Learning in Retirement (HILR), a unique community of retired and semi-retired professionals ranging from ~55-100 years of age, who serve as highly engaged peer volunteers, course and committee leaders and members, and participants in HILR.

The role manages core operational functions including participant and course support; public-facing communications; administrative, financial, and facilities management; identity and records management; procurement coordination; donation processing; admissions and committee support; and program and event support. The position ensures continuity of HILR operations and serves as a key administrative partner to the HILR Director of Personal Enrichment Programs and Assistant Dean.

Job-Specific Responsibilities:

Participant & Course Support

• Provide high level of sensitive, diplomatic support for the HILR community.
• Serve as first point of contact for most participant phone, in person, and email inquiries. Manage the main email account and maintain phone line messaging.
• Draft selected communications, develop communication templates, maintain communications archive.
• Provide administrative management and support for course placement and add/drop/waitlist process with the HILR Director/Assistant Dean.
• Coordinate course room requests, prepare course date keys and class location posters.

Administrative, Financial, & Facility Management

• Manage day-to-day administration of HILR.
• Serve as operations and facility manager for HILRs facility at 34 Concord Avenue to ensure well organized, safe facility operations.
• Liaise with Facilities, IT, and Operations for building functionality.
• Manage vendor invoices, honoraria, Concur reporting, scholarship claim processing, and event contracting.
• Communicate with DCE Registration regarding financial aid/discount processes.
• Track and follow up on outstanding participant payments.
• May include set up and payment processing in UStore, UPay, or similar platforms for programs serving non-HILR participants.
• Track donations in Rufus, coordinate on Alumni Affairs and Development campaign setup, process donor acknowledgements, and update participant records.
• Ensure compliance with relevant Harvard policies and procedures.
• Maintain participant records in MyHILR, including Harvard Sponsored Roles, listserv updates, status changes, and medical-leave monitoring.
• Coordinate library access lists and Salesforce reporting.
• Manage supplies, facility needs, signage, PRESTO tickets, and specialized requests such as piano tunings.
• Recruit, train, schedule, and manage participant volunteers staffing front desk and hospitality.

Admissions & Committee Support

• Serve as staff manager of participant admissions process.
• Function as primary contact between applicants and HILR.
• Manage all TargetX admissions workflows including form lifecycle, applicant processing, interview scheduling, and decision documentation.
• Maintain admissions-related website content and liaise with the TargetX transition team.
• May include support for other participant-led committees as requested by the HILR Director/Assistant Dean.

Director Support & Program Development Support

• Serve as operational delegate during HILR Director/Assistant Dean absence for key functions such as term readiness, admissions milestone tracking, and coordination with internal DCE units.
• Support annual planning cycles, continuity planning, and operational implementation for new policies and procedures.
• Provide data-informed insights and reports to the HILR Director/Assistant Dean related to enrollment, admissions patterns, facilities usage, resource needs, etc.
• Identify and recommend improvements to administrative workflows, admissions processes, and participant services.
• Support selected new program development initiatives including concept research and delivery.
• Other duties as assigned.

Program & Event Support

• Support approximately a dozen annual community event series (in person and Zoom lecture series, musical and dramatic performances, book groups, art exhibitions, community celebrations, and more) including participant-led and HILR team-led events.
• Coordinate room requests, reserve non-HILR event facilities, prepare event fliers, provide planning and implementation support as needed, arrange food, maintain Trumba calendar, and other logistical details.
• Liaise with participants on new program logistics.

Working Conditions:

This position is based on-site at a Harvard campus location for most of the academic year when courses and programs are in session or when other duties require. Some hybrid work options may be available when courses and programs are not in session or when other duties do not require. All hybrid work will be performed in keeping with DCE hybrid policies.

Physical Requirements:

• Sitting and using near vision for reading and computer work for extended periods of time
• Occasional light lifting of supplies and event materials

Basic Qualifications:

• Bachelors degree or equivalent experience
• Minimum 5 years of relevant administrative experience

Additional Qualifications and Skills:

• Experience supporting complex operations and/or volunteer-led environments
• Experiencing managing workflows in enterprise systems
• Experience working in higher education
• Experience working with older adult learners or community-based academic programs
• Strong written and verbal communications
• High degree of professionalism, discretion, and sound judgment
• Ability to manage multiple priorities in a fast-paced environment
• Intellectual curiosity and interest in a wide range of academic fields
• Experience with Harvard systems preferred (Concur, Buy2Pay, TargetX, Salesforce, SharePoint, PRESTO)

• Standard Hours/Schedule: 35 hours per week
  • Building hours are 8:45am - 5:15pm
• Compensation Range/Rate (including Shift Differential if applicable): $72,776 - $90,000/annual
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal
• Other Information:
  • A cover letter is required for consideration.
  • All formal offers will be made by FAS Human Resources.

About Us

The Division of Continuing Education (DCE) comprises four academic units serving about 30,000 domestic and international students annually, which allow Harvard to meet the learning needs of intellectually curious and highly motivated students from high school through retirement. Established in 1910, the Harvard Extension School (HES) offers access to Harvard faculty for a diverse community of adult learners, enrolling about 15,000 students. HES offers over 1,000 open enrollment courses 85 percent of which are accessible online and provides flexibility through noncredit, undergraduate, and graduate courses, including degrees, certificates, and a premedical program. The Harvard Summer School, founded in 1871, offers around 450 credit and noncredit courses both on the Harvard Campus and online, catering to 9,000 high school, college, and adult learners. Additionally, it offers up to 15 international study abroad programs, hosting up to 300 students each summer. Harvard DCE Professional & Executive Development delivers over 140 noncredit programs annually, reaching more than 3,600 participants through online platforms and its executive development center in Cambridge. The Harvard Institute for Learning in Retirement offers about 140 peer-taught courses to approximately 550 active members.

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 056. 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.