Part Time MEDscience Student Programs Coordinator in Boston, Massachusetts at Harvard University

003014SR
School/Unit Harvard Medical School
Department MEDScience
Job Function General Administration
Location Boston
Job Type Part-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the MEDscience Program:

HMS MEDscience’s mission is to inspire and empower a rising generation of STEM leaders. Our program immerses students in realistic and dynamic simulated medical emergencies that transform the way that students approach and solve problems. Our vision is that all students, regardless of background, education, or zip code, should have equal opportunities in education and the sciences. HMS MEDscience engages over 4,000 high school students (including nearly 1,200 Boston Public School students) through school-year and summer programs.

HMS MEDscience seeks a highly organized and detail-driven Student Programs Operations Coordinator to manage the full cycle of our Summer and School Break Programs. This role will coordinate enrollment marketing, and communications, ensuring a seamless experience for students, families, and school partners.

The ideal candidate is detail-oriented, customer service focused, and comfortable with administrative duties. They thrive on managing timelines, enjoy system organization, and are confident balancing program communications (from marketing eblasts to student/family emails), data management, and operational logistics. They will also work closely with application software, monitor student applications, support program enrollment, and manage payment processes for both School Break and Summer programs.

Job Responsibilities:

Communications & Marketing:

• Maintain and update the program website with accurate deadlines, program details, fees, application links, and photos.
• Create and distribute email campaigns via Constant Contact (application announcements, reminders, decision letters, welcome packets, weekly updates).
• Coordinate flyers, brochures, and social media graphics (in Canva or with graphic designer). Manage the Notify Me system and lead tracker to build prospective student lists.
• Maintain the teacher/school contact mailing list and prospect to expand outreach to new schools and organizations for marketing.
• Conduct sector analysis to strengthen marketing strategy and positioning.

Program Operations & Administrative Support:

• Provide administrative support including data entry, report preparation, receipt tracking, and expense submissions.
• Support program logistics: welcome communications, scrub sizing, goodie bags, weekly reminders, and highlight videos.
• Coordinate with staff on student information books, room reservations, speakers, and scheduling.
• Work closely with the Executive Director and Program Director to maintain the highest standards of program excellence, quality, and professionalism throughout the year — including support for Friday ceremonies and highlight video preparation during the summer.

Program Enrollment & Application Management:

• Manage the online application system: create and test applications, update forms, configure automated emails, set reporting, and ensure smooth functionality.
• Coordinate all student applications for both School Break and Summer Programs: monitor for completeness, send reminders, and follow up on missing items.
• Support and coordinate the full enrollment process and ensure all program spots are filled through active enrollment tracking and waitlist management.

Program Fee & Payment Oversight:

• Manage payment tracking and deadlines for both School Break and Summer Programs.
• Coordinate with department finance staff on Touchnet payment system setup, updates, and tracking of student payments.

Physical Requirements:

• Primarily an administrative role, but does involve supporting set up for program events, which involves carrying items of moderate weight.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Basic Qualifications:

• Three or more years of related experience. Education may count towards experience.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Experience in student services, education programs, admissions, or event coordination.
• Strong attention to detail and ability to manage sensitive student/family data.
• Professionalism and adaptability in representing HMS MEDscience with students, families, school partners, and sponsors — including at public-facing events such as weekly ceremonies.
• Comfort with technical platforms (system emails, reporting, payment systems).
• Ability to collaborate effectively across a small, mission-driven team.

• Standard Hours/Schedule: Please note this is a part-time, 30 hours (.86 FTE) per week position. Tuesday - Friday | 8:30 am - 5:00 pm. Hybrid role; with two days a week expected in-person.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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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.