Program Administrator, HLAB

Harvard Law School; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous paid time off including Paren

Health, dental, and vision insurance

Retirement plans with university plans

Wellbeing resources

Family support

Tuition assistance and reimbursement

Commuter benefits and campus perks

Job summary

Harvard Law School is seeking a Program Administrator to support a 12-person staff and a 40+ student clinical program. The PA handles financial responsibilities, administrative duties, and serves as faculty assistant to the Directors.

Responsibilities include managing funds, budgeting, teaching support, translating, supervising interns, preparing reports, coordinating workflows, and maintaining the case-management system. Strong communication and organizational skills are essential.

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum 2 years’ administration experience.
• Advanced professional fluency in Spanish.
• Fluency in Portuguese or Haitian Creole helpful.
• Ability to work independently and manage day-to-day priorities.
• Excel and related database skills.
• Ability to manage multiple assignments and meet deadlines.
• Strong interpersonal and customer service skills.
• Accounting or budgets experience is a plus.

Responsibilities

• Manage financial functions including faculty allowance funds, litigation funds, IOLTA client-trust accounts, reimbursements, purchasing, and budget reporting.
• Support teaching activities by assembling class readers, managing Canvas pages, and coordinating guest speakers.
• Oversee the translation and interpretation program.
• Administer the intern program: hiring, supervision, and project workflow.
• Compile data from multiple sources and prepare reports and statistics.
• Maintain internal communication and filing systems; support LegalServer documentation.
• Identify and resolve equipment and facilities issues and submit service requests.

Skills

Spanish fluency

Portuguese / Haitian Creole fluency

Independent work

Excel & database skills

Multi-tasking under deadlines

Interpersonal / customer service

Accounting & budgets (asset)

Education

Bachelor’s degree or equivalent experience

Tools

Canvas

LegalServer

Microsoft Office

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.

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 Law School?

Join a community that combines excellence in legal education and scholarship with a deep commitment to justice. Here at Harvard Law School (HLS), you’ll find an environment that values who you are and encourages you to grow, inspire others, and make a meaningful impact. Wherever you are in your career journey, HLS is a place where you can thrive, contribute, and be part of something bigger.

Job Description

The Program Administrator (PA) is an essential part of this 12-person staff and 40+ student academically based clinical program at Harvard Law School. Visit our website to learn more about the Bureau’s work and mission. The PA performs a wide range of financial responsibilities and carries out administrative, supervisory, and support duties while upholding the Harvard Legal Aid Bureau’s tradition of student governance in the daily operations of the program. The position reports to the Administrative Director and serves as the faculty assistant to the Faculty Directors.

As Program Administrator you will

• Manage specific financial functions including the faculty allowance funds for Bureau-related courses, the litigation funds and the Bureau’s IOLTA client-trust accounts; oversee monetary reimbursements to staff and students as well as the purchasing of office supplies; run regular financial reports to ensure accuracy and budgetary adherence and contribute to budget preparation and the closing of the fiscal year
• Support the classroom and clinical teaching including items such as assembling and producing class readers and training materials, managing Canvas pages for specific courses, arranging logistics for guest speakers, and additional academic and community outreach responsibilities
• Manage the Bureau’s translation and interpretation program
• Help administer the intern program including hiring and supervision of interns and coordinating workflow for projects, and managing time approvals
• Compile data from multiple sources and prepare reports and statistics
• Manage and organize internal communication systems as well as electronic and physical filing system, including ensuring proper documentation and troubleshooting the case management program (LegalServer)
• Identify and resolve problems relating to equipment and physical facilities and submit service requests to appropriate staff within the university or outside vendors

Basic Qualifications

Bachelor’s degree or equivalent experience. Minimum 2 years’ experience in administration, including project or program management.

Additional Qualifications And Skills

• Advanced professional fluency in Spanish (reading, writing, speaking) is required
• Professional fluency in Portuguese, Haitian Creole or other languages commonly spoken in HLAB’s client communities is helpful
• Ability to work independently, take initiative, and make decisions on day-to-day priorities; attention to detail and follow-through
• Excel and related database skills; ability to quickly learn additional computer applications
• Flexibility and ability to manage multiple assignments from several sources, to prioritize while involved in simultaneous tasks under deadlines, stay calm under pressure and deal with frequent changes is essential
• Strong interpersonal, communication and customer service skills; ability to work with a diverse, multi-cultural population of clients, students and staff
• Previous experience with accounting and budgets an asset

Additional Information

Standard Hours/Schedule:

Full-time. Evening and weekend hours are periodically required to meet student or client needs.

Visa Sponsorship Information:

Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening:

Identity, Education

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

• 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.