Program Administrative Coordinator

Conditions. Workplace Diversity, LLC.; Boston (MA); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision insurance

Retirement plans

Tuition assistance

Commuter benefits

Job summary

Harvard Medical School’s Office for External Education invites applications for a role supporting learners across live and virtual programs. You will route inquiries, manage communications, and assist with enrollment and certificate processes for a global audience.

You will work with faculty and course teams to ensure smooth event delivery, proper evaluations, and access to LMS platforms like MyCE and EdX, while coordinating on-site needs when required.

Qualifications

• 3+ years of experience in program/project management, event or conference management in a professional setting
• Higher education may count towards experience
• Bachelor's Degree preferred

Responsibilities

• Serve as first point of contact for learners attending programs; route calls, mail, and e-mails, and disseminate information about education programs
• Provide high-level relationship management to course administrators and registrants; monitor departmental emails and draft communications
• Respond to inquiries from faculty and support enrollment and policy/procedures for local, national, and international audiences
• Provide day-of customer service for live virtual events including interfacing with faculty, attendees, vendors
• Support on-demand learners with technical questions related to MyCE and the EdX platform
• Assist program coordinators with on-site events including interactions with faculty, attendees, hotel staff, vendors and temporary staff
• Create and distribute evaluations to course attendees at program start
• Collaborate with Course Director and Course Administrators to align activities with learning objectives and post-activity evaluation
• Design, collect, and analyze evaluation data to maximize validity and compliance with accreditation guidelines
• Guide learners on MyCE and MyLearn platforms to access materials and transcripts
• Support Course Directors with access to MyCE reports including attendance data
• Ensure attendees receive notifications about evaluations and certificates
• Collaborate with staff on new course approvals and ongoing development

Skills

Customer service

Interpersonal skills

Team collaboration

Technical aptitude

Microsoft 365

Cvent

Salesforce

Multi-tasking

Zoom

Virtual events

Education

Bachelor's degree preferred

Tools

Microsoft 365

Cvent

Salesforce

Job description

Company Description

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 Office for External Education - Postgraduate Medical Education:

The Office for External Education provides health care professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the school’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.

Job Description

Overall responsibilities include:

• Serves as first point of contact for the learners attending our programs, routes phone calls, mail, and e-mail messages, and handles a wide range of information dissemination regarding our education programs.


• Provide high-level relationship management to course administrators, registrants. Monitors departmental emails, drafts, and distributes communications regarding our educational programs.


• Responds to inquiries from faculty and support a local, national, and international audience concerning course enrollment and established policy and procedures.


• Provides day of customer service for live virtual events including interfacing with faculty, attendees, vendors, etc.


• Support on-demand learners with technical questions related to the MyCE platform or the learning management system, EdX.


• As needed, provides support for the program coordinators managing in-person courses, which may require on-site customer service at events including interacting with faculty, attendees, hotel staff, vendors, and supervising temporary staff.


• Create and distribute evaluations to course attendees at the start of the program.


• Collaborate with Course Director and Course Administrators to understand program activities learning objectives and goals in order to create post-activity evaluation.


• Design, collect, and analyze evaluation data using best practices to maximize validity and reliability and to follow accreditation guidelines.


• Provide guidance for learners regarding both the MyCE and MyLearn learner platforms to ensure they receive appropriate course materials including access to evaluations and learner transcripts.


• Provide guidance for Course Directors and Planners to ensure they have appropriate access to MyCE course manager reports, including learner and attendance data.


• Ensures attendees receive proper notification regarding evaluations and certificates.


• Works collaboratively with all department staff on new course approvals and ongoing course development.

Compliance Responsibilities

• Review and monitor course components to ensure AMA/ACCME compliance, and notify accreditation managers if questions arise.


• Maintain accurate and detailed activity files for accreditation documentation, physician credentialing, and financial reports required by HMS and industry supporters. ( includes, but is not limited to, collecting and reviewing faculty disclosure and Resolution of Conflict of Interest forms, and syllabus documentation to ensure compliance with the ACCME and HMS standards).


• Work with our office accreditation team to collect speaker disclosure information.


• Work with our office accreditation team to ensure on-site or day of compliance with ACCME criteria (i.e. commercial support, exhibit booths, etc.).


• Stay abreast of changes in ACCME requirementsand comply with ACCME policies in order to maintain accreditation status.

Qualifications

Basic Qualifications

• 3 or more years of experience preferably in program, project management, event, or conference management experience in a professional setting. Higher education may count towards experience.

Additional Qualifications and Skills

• Bachelor's Degree preferred.


• Strong customer service orientation is required along with excellent interpersonal and communication skills.


• Be able to work in a collaborative team environment.


• Strong technical aptitude with experience using Microsoft 365, Cvent, Salesforce, and the ability to quickly learn, troubleshoot, and support proprietary platforms and systems.


• Strong ability to prioritize workload, multitask and take initiative in a deadline-driven, fast paced environment.


• Experience with Zoom and virtual event management preferred.

Additional Information

• Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm. Nights and weekend work may be required on occasion, as needed.


• 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.

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.