Program Manager

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Ibrido; USD 75.000 - 105.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical, dental, and vision insurance

Retirement plans

Paid parental leave

Descrizione del lavoro

Harvard University’s Faculty of Arts and Sciences is seeking a Program Manager for Faculty Support Services to oversee two Program Coordinators and provide centralized events support and financial administration across the division.

In this hybrid role, you will coordinate planning, budgeting, vendor management, and on-site execution, while ensuring policy compliance and timely reporting. A Bachelor’s degree and 5+ years of academic admin experience are required.

Competenze

• Bachelor’s degree or equivalent experience; 5+ years of admin management in academia.
• Experience supervising staff and managing budgets/finances.”

Mansioni

• Plan, define events scope, themes, timelines, and run-of-shows.
• Budget management: create budgets, process invoices, manage expenses.
• Vendor & venue sourcing: research, book venues, coordinate caterers, AV techs.
• Logistics & marketing: handle registrations, permits, travel, signage, campaigns.
• On-site execution: oversee setup, run live operations, manage guest flow and speakers.
• Post-event review: evaluate success metrics, gather feedback, reconcile final bills.

Conoscenze

Organization

Communication & Negotiation

Problem-Solving

Technical Proficiency

Formazione

Bachelor’s degree or equivalent experience

Strumenti

Cvent

Spreadsheets

Descrizione del lavoro

Company Description

By working at Harvard University, you join a vibrant community thatadvances Harvard's world-changing mission in meaningful ways,inspires innovation and collaboration, and builds skills andexpertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

Job Summary:

Faculty Support Services provides comprehensive administrativesupport to departments and centers within the Faculty of Arts and Sciences Division. Reporting directly to the Director of FacultySupport Services, the Program Manager oversees and manages twoProgram Coordinators.

As a member of a collaborative administrative team, the ProgramManager and their direct reports will assume an expanding role inproviding centralized event support and financial administrativeservices to units across the Division. The Program Manager willalso provide interim coverage, as needed, during short- andlong-term absences or vacancies among departmentadministrators.

Faculty Support Services provides support to departments andcenters in the Faculty of Arts & Science Division. Thisposition is responsible for oversight and management of two ProgramCoordinators who will increasingly take on centralized eventsupport and financial administrative processing for the units inthe Divisions, provide interim floater coverage as needed duringshort and long-term absences or vacancies of departmentadministrators. This position also performs day-to-day departmentaladministration transactions, including processing Concurtransactions for non-ladder faculty within the Divisions andBuy2Pay payments using Harvard’s financial policies.

Job-Specific Responsibilities:

• Planning & Strategy: Consult clients, define eventscope/theme, and build comprehensive timelines andrun-of-shows.
• Budget Management: Create and track budgets, process invoices,and manage expenses.
• Vendor & Venue Sourcing: Research, visit, and book venues;hire and coordinate caterers, AV techs, entertainers, andstaff.
• Logistics & Marketing: Handle registration, permits,travel/accommodation, signage, and promotional/socialcampaigns.
• On-Site Execution: Oversee setup, run live operations, manageguest flow/speakers, and troubleshoot last-minute issues.
• Post-Event Review: Evaluate success metrics, gather feedback,and reconcile final bills.
• Financial transactions: Reconcile accounts and balances fundsat year-end. Develops and submits budgets for events to comply withFAS policy. Processes high volume of Buy2Pay transactions andConcur expenses.

In conjunction with the Director for Faculty Support Services,develops and implements procedures for work assignments andworkflows to better support the needs of faculty and staff acrossthe division. Manages daily performance of Faculty Support Servicesstaff in their onsite and offsite responsibilities to ensure smoothcompletion of ongoing work and projects and additionalassignments.

Required Skills:

• Organization: Multi-tasking complex, overlapping timelines, andvendor details.
• Communication & Negotiation: Securing vendor rates, clientrelations, and team alignment.
• Problem-Solving: Calmly pivoting and fixing unexpectedvendor/logistical failures on-site.
• Technical Proficiency: Experience with event/registrationsoftware (e.g., Cvent) and spreadsheets.

Working Conditions:

This is a hybrid position with an expectation of working on campusthree days per week. Exact schedule will be determined inconjunction with your manager and may adjust based on operationaland/or business needs.

Qualifications

Basic Qualifications:

Bachelor’s degree or equivalent experience. A minimum of five yearsof progressively responsible administrative management experience,including staff supervision and financial management in an academicsetting.

Additional Qualifications and Skills:

Strong interpersonal and communication skills essential, includingthe ability to deal diplomatically with a wide range of people.Strong leadership, negotiation, consensus building skills.Demonstrated experience with a service-oriented unit, andexperience with financial systems and data query tools.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education,Criminal
• Other Information: All formal offers will be made by FASHuman Resources.

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

This position is salary grade level 057. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & WellbeingPage.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.