Program Coordinator

02-Jan-2025

Program Coordinator

Harvard Law School

67580BR

Job Summary

The Institutional Data Initiative (IDI) is a new research center working to advance society’s relationship with knowledge by expanding access to, and deepening our understanding of, the data that underpins AI. By collaborating with library, government, and academic institutions to publish their knowledge collections as AI training sets, IDI seeks to 1) empower those institutions and the cultures they represent, 2) build a foundational pipeline for academic inquiry of AI, and 3) advance the state of the art for all builders of AI systems. 

IDI’s work spans the AI data ecosystem—from digitization, data structuring, and metadata synthesis, to safety and security analysis, all the way through to benchmarking and the development of ethical and governance frameworks. Institutional collaboration forms the gateway to this work and IDI places a particular emphasis on opportunities with institutions that expand the cultural breadth of knowledge represented in the building blocks of AI. 

At its core, IDI is a data practice around which other interdisciplinary work is convened. While theory and analysis are critical components of IDI’s work, our impact is a direct factor of our ability to ship novel data. As such, IDI’s workflows resemble those of a product studio. Our projects are time-bound and scopes are driven by ambition within time constraints. Our team structure is relatively flat and each member is expected to bring vision for their work and drive it through to completion. We prioritize interdisciplinary collaboration with academic contributors, both internal and external, as essential work that prevents the commodification of the data we help to publish. 

The Program Coordinator will be responsible for all administrative logistics of IDI including acting as the principal administrative contact and liaison for internal and external constituencies. This is a dynamic role meant to support all of IDI’s team members and remove logistical barriers wherever they may be found, with a particular emphasis on supporting the Executive Director and Managing Director. This is also a role meant for growth. While the person in this role may not have a background in deep tech or AI, interest in digging into these spaces will be an asset to not only their day-to-day duties at IDI but their broader career aspirations. 

Position Description

As a Program Coordinator, you will: 

• Provide substantive and administrative support for various projects and Initiative-wide projects, including monitoring timelines, keeping daily to-do lists, and tracking outputs. 
• Organize senior meetings including maintaining agendas and other documentation; and keeping the calendars of the Executive Director and Managing Director, including managing complex and highly dynamic scheduling tasks. 
• Support all team members in executing administrative tasks including expense reporting and facilities management tasks. 
• Assist in onboarding and offboarding employees, students, collaborators, and contractors, et al, including facilitating agreements and contracts with the administrative and procurement offices. 
• Assist with coordinating meetings, conferences and lectures, including arranging media, catering, guest outreach, materials, accommodation, and travel. Make complex travel arrangements. 
• Coordinate correspondence with numerous internal and external partners, funders, and affiliates. 
• May assist with staff recruiting efforts for key roles, including screening resumes and interviewing applicants in person. 
• May assist with community management and communications tasks. 
• Perform general office duties including ordering office supplies, placing catering orders, and reserving space for meetings and events. 
• Contribute to Initiative goals by accomplishing related duties as required. 

Basic Qualifications

Five or more years of relevant work experience. Education beyond high school may count toward experience. 

Additional Qualifications and Skills

We are looking for people who have: 

• An interest in developing a high-level understanding of AI and a desire to guide AI toward the public-interest. 
• Excellent organizational skills with particular ability to prioritize work in an environment with multiple interests.  
• Proven project and/or program management skills.  
• Excellent interpersonal and communication skills.  
• Ability to work independently with minimal supervision, as well as in highly collaborative teams.  
• Ability to handle complex and confidential information with discretion.  
• Proactive and creative approach to problem solving. 
• Competency using a variety of technology offerings. 

Additional Information

This is a two-year term appointment with potential for renewal subject to funding and departmental need.  

Given the multidisciplinary nature of our work, we encourage a short cover letter to explain how your career trajectory and interests align with our work and mission. 

We regret that Harvard Law School is unable to provide visa sponsorship for staff positions. 

All offers to be made by HLS Human Resources. 

Work Format Details

This position is based on campus in Cambridge, MA.

About Us

Be a part of excellence and leadership in legal education and scholarship at Harvard Law School. We are a community of talented people from diverse backgrounds, lived experiences, and perspectives, dedicated to advancing the cause of justice all over the world. We value our differences and our diversity as a source of strength. We are committed to developing and inspiring our students and our workforce. Whoever you are, whatever you do, however you do it, Harvard Law School is a place where you can thrive.

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 - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

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

Salary Grade

055

Department

Library Innovation Lab

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35hrs/week, M-F

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.

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