Undergraduate Program Coordinator II

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance and retirement plans

Tuition assistance

Job summary

Harvard University’s Faculty of Arts and Sciences is seeking an Administrative Coordinator to manage logistics for an academic program within an Administrative Grouping. You will coordinate courses, maintain the catalogue, and support teaching operations across campus with a focus on accuracy and efficiency.

The role requires five years of administrative experience, strong organizational and communication skills, and the ability to handle confidential information.

Qualifications

• Minimum five years of administrative or office experience.
• Excellent organizational skills with the ability to prioritize in a multi-interest environment.
• 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.

Responsibilities

• Coordinate and manage an academic program within an Administrative Grouping, under the Chair DUS and ADUS.
• Serve as the cluster’s Catalogue Coordinator, entering and scheduling courses every semester and updating the catalogue.
• Organizes and implements administrative systems and procedures and performs support duties.
• Liaise with departmental/program constituents and external partners; advise on policies and regulations.
• Prepare, maintain, and submit program academic records (course, student, degree records).
• Maintain awareness of regulations and guidelines and advise community accordingly.
• Support Undergraduate events: negotiate with hotels/caterers, manage budgets, arrange facilities and AV.
• Collect and prepare data for reports, statistics, and evaluations.

Skills

Administrative experience

Organizational skills

Project management

Communication skills

Independent work

Discretion with information

Computer skills

Education

College degree

Tools

Microsoft Office

Job description

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:

Under the supervision of the Department Administrator/ExecutiveDirector, responsible for all logistics of an academic programwithin an administrative grouping (AG). Ensures the program has thesupport needed to deliver on its teaching mission and takes chiefresponsibility for coordinating tasks to support the seamlessexecution and operations of the program.

Job-Specific Responsibilities:

• Coordinate, and have direct responsibility for, an academicprogram within an Administrative Grouping, under the direction ofthe Chair DUS, and ADUS as appropriate
• Serve as the cluster’s Catalogue Coordinator, entering andscheduling new courses every semester and maintaining the catalogueon an ongoing basis.
• Organizes and implements administrative systems and proceduresperforming necessary support duties
• Serves as principal administrative contact and liaison withdepartmental or program constituents, other universities or withgovernment agencies; principal source of information on establishedunit/project/program policies and advises faculty, students orstaff on regulations and policies
• Prepare, maintain, and submit program academic records (such ascourse, student, or degree records)
• Keeps current on trends, compliance issues, regulations andguidelines regarding subject matter; advises appropriate communitymembers accordingly
• Executes departmental events related to Undergraduate students:Negotiates with hotels, caterers and vendors, makes recommendationsfor food and activities for participants, managing to apre-assigned event/function budget; assigns and coordinates,classroom, AV and other facilities on behalf of program
• Gathers and maintains data for and assists in preparingreports, often using a variety of computer software; preparestatistics and reports on program participation, marketingresponses, budget, and evaluations
• Oversees work of support staff, students and/or casuals;trains, schedules and distributes work to students, casuals, andnon-overtime-eligible employees)
• May research issues related to policy development and recommendpossible new or revised policy statement; may recommend a possibleimplementation plan
• May serve as IT point person for department; may serve asliaison to the centralized communication team by gathering andcoordinating program-specific content, updates, etc. for thewebsite.
• Other duties as assigned by supervisor, including but notlimited 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 toprioritize work in an environment with multiple and conflictinginterests.
• 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 withdiscretion.
• Competency using a variety of computer software.

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
• 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 055. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• 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 talent fromall 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'sequal employment opportunity policyand non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.