Program Coordinator

Harvard University; Cambridge (MA); Hybrid; USD 57,000 - 69,000; Full time

Benefits offered by this job

Generous paid time off

Day-one health coverage

Retirement plans

Wellbeing resources

Tuition assistance

Commuter benefits

Campus perks

Job summary

Harvard University’s Harvard Graduate School of Education seeks a Program Coordinator to manage administrative coordination for a yearly portfolio of professional education programs in both face-to-face and online formats. The role supports program managers and acts as an ambassador for PPE’s work.

You will partner with multiple teams to ensure excellent customer service, oversee logistics, schedules, and materials, and contribute to budgets and contracts as needed.

Qualifications

• College background or 2+ years working in a professional environment; program management or event management experience preferred.
• Customer-service orientation and experience.
• Must be able to work overtime hours during peak periods (May–mid Aug).
• Ability to lift/move materials up to 20 lbs.
• Cover letter required with resume.
• Strong written communication skills.
• Strong interpersonal, leadership and teamwork skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Willingness to contribute to organizational learning and support PPE activities.
• Familiarity with Harvard or the education sector preferred.
• Comfort with public speaking to groups of participants.
• Ability to work in an open office environment.

Responsibilities

• Plans and executes program activities using a production checklist and timeline.
• Assists with participant inquiries by phone and email.
• Communicates with Directors, Managers, and faculty across the program.
• Develops program schedules, material production, mailings, and participant communications.
• Coordinates program logistics with operations, IT, catering, and partners.
• Collaborates with colleagues on program projects and duties.
• Supervises student interns and guides their work.
• Contributes to budgets and processes invoices and PCARD transactions.

Skills

Customer service

Communication

Teamwork

Deadline management

Overtime readiness

Education

College background or 2+ years professional experience

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 the Harvard Graduate School of Education?

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu.

Job Description

The Program Coordinator (PC) is a member of a fast-paced, customer service-oriented team in the Professional Education (PPE) unit at the Harvard Graduate School of Education (HGSE), which serves more than ten thousand educators in early childhood, K-12, and higher education around the world each year through a diverse portfolio of professional learning offerings. The PC reports to the Assistant Director of Program Operations

The Program Coordinator is responsible for administrative coordination of an annual portfolio of professional education programs, products, and services in both face-to-face and online formats. Under the guidance of Program Managers, the PC is responsible for partnering with other team members to deliver exceptional customer service to faculty and program participants toward our ultimate goal of producing outstanding professional learning experiences. The PC serves as an ambassador of HGSE Professional Education at all programs.

Job-Specific Responsibilities

• Conducts the planning and execution of program activities, using a production checklist and timeline, and adhering to programmatic deadlines.Works to anticipate participants' logistical needs and responds to participant inquiries by telephone and email.
• Communicates regularly with key program stakeholders including the Assistant Directors of Program Operations, Program Managers, Portfolio Directors, Educational Chairs, program faculty and facilitators, other program team members, and Admissions and Finance teams.
• Develops and disseminates program schedules, material production schedules, mailings, and participant communication in accordance with established program timelines and best practices.
• Organizes all program material production, including program websites, readings and assignments, digital and printed program materials, signage, evaluations, etc.
• Arranges and coordinates all program logistics in close collaboration with on- and off-campus partners (Operations, IT, Catering, etc.), including program space and special-event venues, media and IT services, catering, transportation, school visits, tours, and other program-related activities.
• Regularly collaborates with colleagues on program-related projects and executes other duties in support of PPE’s work.
• Delegates work to student interns, offering guidance as necessary and ensuring satisfactory completion of assigned tasks.
• In collaboration with Program Managers, contributes to and works within program budgets; processes all program-related invoices and PCARD transactions,reimbursements in a timely way; monitors and reconciles expenses and reviews contracts as necessary.
• Assists with other projects and work as necessary.

Qualifications

Basic Qualifications

• College background or minimum 2 years working in a professional environment; program management, event or conference management experience in a professional setting required.
• Customer-service orientation and experience.
• Must be able to work overtime hours in the mornings, evenings and on weekends as required for program delivery, predominantly during the summer. Due to our rigorous program schedule, we are generally not able to approve extended time off during our busy operational period from May to mid-August.
• Must have the ability to lift and move materials and furniture, up to 20 lbs.
• Any candidate wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills

• Strong written communication skills.
• Strong interpersonal, leadership and teamwork skills.
• Skill working in a deadline-oriented environment while managing multiple concurrent priorities,working both independently and as a team member.
• Willingness and interest to contribute to organizational learning and a commitment to enthusiastically support the overall activity of the unit.
• Familiarity with Harvard and/or the education sector preferred.
• Comfort with public speaking, specifically in addressing groups of program participants.
• Ability to work in an open office environment.

Additional Information

• Appointment End Date: 18 months from DOH
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): $63,132
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening:Identity

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.