Fellowships and Operations Manager in Cambridge, Massachusetts at Harvard University

002905SR
School/Unit Harvard Kennedy School
Department Belfer Center for Science and International Affairs
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 055
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.

Job Summary:

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School's research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Belfer Center was named a “Center of Excellence” by the University of Pennsylvania’s Think Tanks and Civil Societies Program in 2021 – the last year of its ranking program – in recognition of the Center’s six consecutive years as the world’s #1 university-affiliated think tank. The Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas.

The Fellowships and Operations Manager plays a key role in supporting the Belfer Center’s fellowship portfolio at Harvard Kennedy School. As a member of the Operations team and reporting to the Director for Operations, the Manager helps build a vibrant fellows community that promotes dialogue, knowledge sharing, and networking among scholars and practitioners in science and international affairs. The Operations team develops and implements Center-wide activities, policies, and procedures; within this team, the Fellowship and Operation Manager leads programming for Director’s Fellows and oversees core administrative processes for the fellowship portfolio across the center. The role works closely with the Operations and Administration Manager, and other staff supporting Belfer Center leadership.

The position requires you to work in-person on campus for a minimum of four days per week during the academic year.

Job-Specific Responsibilities:

Fellowship Management:

• Under the guidance of the Director of Operations, oversee the full fellowship lifecycle: including application, selection, and onboarding, collaborating closely with Human Resources, the Office of Research Administration, and the Salesforce team to support all Center fellows.

• Lead end-to-end fellowship operations, including orientation, onboarding/off boarding manuals, HR workflows for nominations and processing in Salesforce, and staff training on fellowship policies and procedures.

• Maintain and analyze Salesforce data on fellows to produce engagement reports, inform policy recommendations, and support continuous improvement of the fellowship cycle.

• Manage nomination paperwork and onboarding logistics for the Center Director’s fellows, serve as their main point of contact, and support their administrative needs and visits to the Belfer Center throughout the academic year.

• Develop, coordinate, and support programming and research outputs for Director’s Fellows and Senior Fellows, including study groups, conferences, seminars, and related activities.

• Design and execute marketing campaigns, including email outreach, social media, web content, and info sessions to raise awareness of Belfer Center fellowship opportunities and attract a diverse pool of applicants.

• Strengthen the Belfer fellows’ community by organizing alumni engagement, developing a Belfer Alumni network, and partnering with Communications to create internal and external fellowship-related content.

• In conjunction with the Operations and Administration Manager, support the application and selection process for student fellowship cohorts at the Center.

• In partnership with the Operations and Administration Manager, manage and coordinate student programming with the Director’s Fellows at the Belfer Center.

Operations Management:

• Contribute to the Operations team's routine outputs and strategic goals.

• Facilitate training and hiring of student workers and additional financial work related to internal Harvard payment systems such as Buy2Pay and Concur.

• Reconcile payments and bookings for travel using Buy2Pay.

Stewardship:

• Ad-hoc research related to prospective donor vetting using iwave, risk assessment and vetting for fellows.

• Lead the design and preparation of stewardship materials, proposals, and giving reports.

Working Conditions:

• Must be flexible to work some nights and weekends when programs are in session and requires an 8:30am start with four days a week in the office and 40 hours a week.

• This role will require in-person work for planning meetings and logistics, and additional hours in the lead-up to and days of visits with Director fellows. During the academic year, this position requires the ability to work flexible hours, including evenings as needed particularly around events and convenings, and the ability to be available to check in/be on call leading up to visits from Center Director fellows.

• The role is based in Cambridge, MA with the expectation of on-site work at the Belfer Center.

• Travel may be required for off-site events, conferences, and engagements, as well as evening work related to fellows’ engagements on campus.

Basic Qualifications:

• BA/BS and at least 5 years of related professional experience.

• A complete application must include a cover letter.

Additional Qualifications and Skills:

• Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks simultaneously.

• Excellent communication skills, both written and verbal.

• Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams.

• A proactive attitude, creative problem-solving skills, and the ability to adapt to changing priorities.

• Familiarity with Salesforce, Marketing Cloud, iwave and CMS platforms.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

• Knowledge or interest in science, international affairs, and policy issues is desirable.

• Bachelor's degree in a relevant field (such as Political Science, International Relations, or a related discipline) preferred.

• Appointment End Date: Fully benefits eligible two year term appointment, with the possibility of renewal.
• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Application Instructions: A complete application must include a cover letter

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 055. 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.