Undergraduate Program Coordinator II

Harvard University; Cambridge (MA); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision health ins

Parental leave

Tuition assistance and reimbursement

Retirement plans

Commuter benefits

Job summary

Harvard University is seeking an experienced administrative professional to manage an academic program within an Administrative Grouping. You will coordinate courses, maintain the departmental catalog, and support teaching operations.

Responsibilities include liaison duties, records management, events coordination, data reporting, and supervision of support staff. A college degree is preferred and strong organizational skills are essential.

Qualifications

• Minimum five years of administrative or office experience.
• College degree strongly preferred.
• Excellent organizational skills with the ability to prioritize in a multi‑interest environment.
• Proven project or program management skills.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Proficiency with a variety of computer software.

Responsibilities

• Coordinate and have direct responsibility for an academic program within an Administrative Grouping, under the Chair DUS and ADUS as appropriate.
• Serve as the cluster’s Catalogue Coordinator, entering and scheduling new courses each semester and maintaining the catalogue.
• Organizes and implements administrative systems and procedures performing necessary support duties.
• Acts as principal administrative contact and liaison with departmental/program constituents, other universities, or government agencies; advises faculty, students or staff on regulations and policies.
• Prepare, maintain, and submit program academic records (course, student, or degree records).
• Keeps current on trends, compliance issues, regulations and guidelines; advises appropriate community members accordingly.
• Execute departmental events related to Undergraduate students: negotiate with hotels/caterers, manage budget, assign/classroom/AV facilities.
• Gather and maintain data for reports; prepare statistics on participation, marketing responses, budget and evaluations.
• Oversee work of support staff; train, schedule and distribute work to students/casuals.

Skills

Organizational skills

Project management

Communication skills

Independent work

Discretion with confidential info

Computer skills

Education

Bachelor’s degree preferred

Tools

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 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+ centres 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

Under the supervision of the Department Administrator/Executive Director, responsible for all logistics of an academic program within an administrative grouping (AG). Ensures the program has the support needed to deliver on its teaching mission and takes chief responsibility for coordinating tasks to support the seamless execution and operations of the program.

Job-Specific Responsibilities

• Coordinate, and have direct responsibility for, an academic program within an Administrative Grouping, under the direction of the Chair DUS, and ADUS as appropriate
• Serve as the cluster’s Catalogue Coordinator, entering and scheduling new courses every semester and maintaining the catalogue on an ongoing basis.
• Organizes and implements administrative systems and procedures performing necessary support duties
• Serves as principal administrative contact and liaison with departmental or program constituents, other universities or with government agencies; principal source of information on established unit/project/program policies and advises faculty, students or staff on regulations and policies
• Prepare, maintain, and submit program academic records (such as course, student, or degree records)
• Keeps current on trends, compliance issues, regulations and guidelines regarding subject matter; advises appropriate community members accordingly
• Executes departmental events related to Undergraduate students: Negotiates with hotels, caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget; assigns and coordinates, classroom, AV and other facilities on behalf of program
• Gathers and maintains data for and assists in preparing reports, often using a variety of computer software; prepare statistics and reports on program participation, marketing responses, budget, and evaluations
• Oversees work of support staff, students and/or casuals; trains, schedules and distributes work to students, casuals, and non-overtime-eligible employees)
• May research issues related to policy development and recommend possible new or revised policy statement; may recommend a possible implementation plan
• May serve as IT point person for department; may serve as liaison to the centralized communication team by gathering and coordinating program-specific content, updates, etc. for the website.
• Other duties as assigned by supervisor, including but not limited to managing office supplies

Working Conditions

May be expected to work on campus up to 4 days per week.

Qualifications

Basic Qualifications

Minimum Five Years Of Administrative Or Office Experience

Additional Qualifications and Skills

• College degree strongly preferred
• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
• Proven project and/or program management skills.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Competency using a variety of computer software.

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

• Other Information: All formal offers will be made by FAS Human Resources.

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

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.