Program Coordinator

22-Oct-2024

Program Coordinator

Harvard Medical School

67076BR

Position Description

The Program Coordinator serves as the principal administrative contact for the Office for Postdoctoral Fellows (OPF). The coordinator liaises with departments, schools, and the postdoc community. Reporting to the Director for Postdoctoral Affairs, the coordinator will manage programming, budgets, events, and the day-to-day operations of the postdoc office.

Program and Event Coordination:

• Primary administrator for all OPF events, programs, and technology.
• Reviews budgets, monitors spending, and advises on modifications of expenditures for all events.
• Organizes all event logistics: promotional materials, event registration, room set-up, scheduling, security, catering, speaker travel, parking, workshop description, photos, event title, speaker release, event evaluations from participants.
• Negotiates with hotels, caterers, vendors, and event co-sponsors; assigns and coordinates room reservations, AV, and other facilities on behalf of the program
• Sets up and staffs in-person events, and manages virtual workshops and webinars.
• Communicates with event participants, including tracking attendance, creating and scheduling reminders, and sending post-event evaluations

• Designs and creates all OPF and event publicity, printed posters, website, email newsletter, and event calendar.First point of contact for phone, email, and walk-ins. Manages shared office calendar for events and meetings
• Manages OPF resources and materials on multiple digital and analog platforms
• Manages office inventory, orders, and event supplies. Maintains and updates lending library . Manages all OPF purchase, payment, and invoice processes: payment requests, vendors, supplies, wire transfers, travel, etc.
• Manages all aspects of website including processing all uploads, files, interactive features, and graphic elements to ensure compliance with accessibility standards
• Oversees budget and administration of two HMS Postdoc Associations
• Other tasks as assigned

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Flexibility to staff events in the mornings and evenings as needed.
• Excellent organizational skills with a particular ability to prioritize work in an environment with multiple and conflicting interests.
• 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.
• Competency using various computer software, including the Microsoft Office suite, Outlook, Adobe Suite

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

054

Department

Research Initiatives and Global Programs

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values   
https://hms.harvard.edu/about-hms/campus-culture/mission-community-valu…

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.