Program Coordinator

Harvard Faculty of Arts and Sciences; Cambridge (MA); On-site; USD 60,000 - 70,000; Full time

Job summary

Harvard Faculty of Arts and Sciences is seeking a Program Coordinator to run the First-Year Seminar Program, enrolling 1300 first-year students in 120+ seminars taught by faculty from 14 Harvard schools.

The role involves triaging the office inbox, event/travel planning, scheduling classrooms, and AV/IT support for seminars, plus managing budgets and databases. 35 hours/week, on-site in Cambridge, MA.

Qualifications

• Bachelor degree with 3-5 years experience in academic/non-profit administration.
• Excellent verbal and written communication.
• Event planning and data management skills.
• Knowledge of Microsoft Office Suite.
• Knowledge of Harvard’s Financial/Reporting applications.
• Airtable and Canvas is preferred.
• Ability to work collaboratively on multiple priorities with attention to details and deadlines.
• Strong organization skills and balance of initiative and circumspection.
• Availability to work overtime during peak periods.

Responsibilities

• Provides Program support and coordinates daily operations for the office and its seminars.
• Triages the office inbox, plans events/travel, and handles seminar supplies.
• Manages classroom scheduling and AV/IT support for seminars.
• Assists visitors and answers inquiries by phone or email, routing to team members.
• Sends evaluation reports to faculty and maintains seminar schedules and websites.
• Prepares accounts for payable transactions for approval.
• Supports Standing Committee meetings and faculty recruitment correspondence.
• Maintains the First-Year Seminar website with roster, dates, deadlines.
• Manages databases, online application system, and program archives.
• Coordinates with OUE Communications to update offerings and tracks seminar budgets.

Skills

Verbal communication

Written communication

Event planning

Data management

Microsoft Office

Harvard financial tools

Airtable

Canvas/learning platforms

Multi-priority coordination

Attention to deadlines

Education

Bachelor degree

Tools

Microsoft Office Suite

Harvard Financial/Reporting apps

Airtable

Canvas

Job description

• Salary Grade: 054
• FLSA Status: Non-exempt

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 Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary:

The Program Coordinator reports to the Assistant Director and works with the Director to run the First-Year Seminar Program, enrolling 1300 first-year students in 120+ seminars taught by faculty from 14 Harvard schools.

Job-Specific Responsibilities:

Serves as a key member of this team, the Program Coordinator provides Program support and coordinates daily operations for the office and its seminars, including triaging the office inbox, event/travel planning, ordering any supplies needed for seminars, classroom scheduling and AV/IT support (e.g., Canvas sites and AV/IT support in the Program’s Seminar room).

• Assists visitors and answers general inquiries from parents, students, faculty, and administrators in the office or by telephone or email, forwarding business to other team members.
• Sends out evaluation reports to faculty each term, enters courses in my.harvard and helps ensure that the schedule is balanced and class websites are in order.
• Prepares and tracks accounts for payable transactions for approval by the Assistant Director of Administration.
• Assists the Assistant Director in supporting Standing Committee meetings, faculty recruitment correspondence, and first-year application cycle.
• Maintains the First-Year Seminar website, including updating it with annual seminar roster, dates, deadlines and general updates as needed.
• Responsible for maintaining the Program’s databases, online application system, FAS Courses of Instruction chapter, and paper/electronic archives.
• Works with OUE Communications to update current offerings.
• Monitors and tracks each seminar budget.
• Assist with managing Post-Seminar Module (PSM) including travel and field trip logistics (which are time sensitive).
• Assist with the Harvard College Curriculum’s additional projects when time allows, and the need arises. Additional duties as required.

Working Conditions:

The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of student breaks. 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 about the College policy 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.

Qualifications

Basic Qualifications:

• Bachelor degree with 3-5 years experience in academic/non-profit administration.

Additional Qualifications and Skills:

• Excellent verbal and written communication
• Event planning, and data management skills
• Knowledge of Microsoft Office Suite
• Knowledge of Harvard’s Financial/Reporting applications
• Air Table and Course Canvas is preferred
• Ability to work collaboratively on multiple priorities with attention to details and deadlines
• Strong organization skills and balance of initiative and circumspection are essential.
• Availability to work overtime during peak periods

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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 visitHarvard's Salary Ranges to view the corresponding salary range and related information.

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

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.