Fellowship Programs Coordinator — International Security

Harvard University; Massachusetts; On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Retirement plans

Tuition assistance and reimbursement

Parental leave

Commuter benefits

Job summary

Harvard University’s Belfer Center for Science and International Affairs at the Kennedy School seeks a Fellowship Coordinator to lead the fellowship portfolio for ISP and Ernest May programs. You will manage applications, onboarding, and support to fellows, coordinating with staff and HR on policies and visa processes.

Located in Cambridge, MA, the role requires on-site work at least three days per week and involves event planning, budget oversight, and managing information systems like

Qualifications

• 2 years of administrative experience.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks.
• Excellent communication skills, both written and verbal.
• Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams.
• Proactive attitude, creative problem-solving skills, and ability to adapt to changing priorities.
• Knowledge or interest in science, international affairs, national security, and policy issues is desirable.
• Familiarity with Salesforce, Marketing Cloud, and CMS platforms.
• Experience working with Harvard systems.
• Bachelor's degree in History, International Relations, or a related discipline is preferred.

Responsibilities

• Act as the primary point of contact and information resource for students, staff, faculty, prospective fellows, current fellows, and the public regarding ISP administrative and program-related matters.
• Maintain and update information management systems, including the use of Salesforce.
• Oversee accounts and budgets for the program, working with the faculty director and finance team.
• Manage staff travel and process reimbursements in a timely manner using Harvard financial systems.
• Coordinate and provide general project office support, including arranging supply and repair requests for ISP offices and overseeing space usage.
• Facilitate the planning, organization, and execution of ISP programming, including seminars, conferences, workshops, panel discussions, and reception; this includes venue and vendor selection, catering, multimedia and virtual event setup, registration management, stakeholder outreach and speaker accommodations.
• Provide on-site support during programming, ensuring smooth operations, troubleshooting technical issues, and addressing participant inquiries.
• Maintain the ISP website, and facilitate digital channels related to information around fellowships and programming.
• Work with internal and external stakeholders both at HKS and the University, including Human Resources, Harvard International Office and Research Administration.
• Manage Salesforce registration and provide technical support to presenters and participants.
• Assist the Director and Faculty Director in running the fellowship cycle, including the application and selection process, onboarding, and support to current fellows.
• Collect data and manage records to support the fellowship cycle using Salesforce.
• Stay updated on trends related to pre- and post-doctoral fellowships, as well as HR and scholar visa procedures.
• Recommend new or revised policies and possible implementation plans for the fellowship cycle.
• Organize and facilitate Fellows Orientation.
• Create content showcasing ISP fellows at the Belfer Center for internal and external promotion for use on website.
• Facilitate the offboarding of fellows into alumni status and connection to broader ISP network.
• Manage all visa paperwork and processes liaising with the Harvard International Office for fellowship.
• Serve as the main point of contact for Fellows, supporting their administrative needs for the duration of their affiliation with the ISP program.
• Manage nomination paperwork and logistics for fellows; including arranging visa and reconciling fellowship expenses and reimbursements as needed.

Skills

Organizational skills

Communication skills

Collaborative

Proactive attitude

Microsoft Office Suite

Google Workspace

Education

Bachelor's degree in History, International Relations, or related discipline

Tools

Salesforce

Marketing Cloud

CMS platforms

Microsoft Office

Google Workspace

Job description

Harvard University’s Belfer Center for Science and International Affairs at the Kennedy School seeks a Fellowship Coordinator to lead the fellowship portfolio for ISP and Ernest May programs. You will manage applications, onboarding, and support to fellows, coordinating with staff and HR on policies and visa processes.

Located in Cambridge, MA, the role requires on-site work at least three days per week and involves event planning, budget oversight, and managing information systems like