Program Coordinator, Emerging Leaders

29-Oct-2024

Program Coordinator, Emerging Leaders

Harvard Radcliffe Institute

67134BR

Job Summary

The Coordinator for Emerging Leaders Program (ELP) provides a comprehensive administrative support to the ELP team. This role involves coordinating and supporting program operations alongside the Associate Director and other department staff responsible for program delivery. The Coordinator will work in an environment with multiple and conflicting priorities, proactively anticipating, and resolving problems, updating ELP colleagues on status of projects, and communicating with a diverse range of internal and external stakeholders.

Position Description

Essential Duties and Responsibilities: 

Communication & Scheduling:  

• Frequently interfaces and coordinates with staff across the Institute and university. Provides exceptional customer service as the first point of contact for the ELP department.
• Manages the ELP calendar of activities and, in collaboration with team members, documents the impact of ELP programs. Manages the ELP email inbox, ensuring timely and professional responses to all inquiries.

Data collection & information management:  

• Collects program data from internal and external sources to prepare presentation materials, annual and evaluative reports, and routine correspondence. Drafts and edits emails, memos, meeting notes, and other documents. Assembles briefing materials and agendas for meetings and events.
• Creates student recruitment, application, and registration materials for programs, both in person and on digital platforms (e.g., Formstack).
• Communicates with internal and external stakeholders to ensure smooth processes for collecting and processing student information.
• Establishes and maintains systems for data collection and management, including participant databases, attendance, and payment records.
• Regularly updates departmental data in Salesforce, generating meaningful reports for regular requests and the department’s annual report. Supports Institute-wide data collection and management efforts.

Operational Support, Supplies, and Event Coordination:

• Tracks, organizes, orders, receives, and coordinates the inventory and distribution of department supplies, program materials, appreciation items, food supplies/catering, and equipment.
• Collaborates with team members and serves as the department point person to coordinate event operations, including mentee transportation, technology, media, registration, swag, facilities, supplies, and catering.
• Supports and coordinates recurring operations for program sessions, including transportation logistics for mentees, facility and technology needs, space reservations, room setup, and ordering and setting up supplies.

Financial processes:  

• Performs financial support functions, including but not limited to reconciling expense reports, and processing honorariums, stipends, and grants in accordance with policies and procedures and within stated deadlines.
• Assists department directors in planning and monitoring the annual budget and multi-year financial processes. Reviews monthly budget reports to manage department-wide spending and ensure accurate record-keeping.

Other:

• Performs other job appropriate duties, as assigned.

Supervisory Responsibilities:  

• Not Applicable

Basic Qualifications

• Bachelor's degree or an equivalent combination of education, training, and experience.
• Three or more years of relevant experience in an office environment.  Education beyond high school may count towards experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook)

Additional Qualifications and Skills

• Must have the aptitude for quickly learning and using new technology. Knowledge of CRMs like Salesforce, financial applications such as CONCUR and B2P, collaboration tools like Asana, and applications like Canva is a plus.
• Effectively work with multiple groups across the HRI campus in a fast-paced, customer-oriented, high-energy environment.
• Ability to think quickly, manage multiple priorities, generate solutions when unexpected problems arise, and take initiative when appropriate.
• Engage constituents with poise and self-confidence, delivering excellent customer service. Strong verbal and written communication skills, with a detail-oriented and proactive approach.
• Ability to adapt to changing circumstances and work flexibly, both independently and as part of a team.
• Experience in non-profit, higher education, or youth/community-facing environments. Interest in and comfort with interacting with a diverse community of high school and college-aged students is a plus.

Physical Requirements

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

• This position involves sitting, standing, and working at a computer, as well as standing and walking to across the University campus or to partner sites to attend meetings and participate in events is required. 
• Lifting/Pushing/Pulling requirement of up to 50 pounds occasionally.
• Additional physical/mental requirements may not be listed above but are inherent in performing the position's essential functions.

Working Conditions

• The work associated with this position is performed in an office environment. 
• Work hours between 9 am to 5 pm and a 5-day Monday through Friday work week should be expected for this role. Occasional work beyond 5 pm may be required to provide support during ELP sessions. 
• Flexibility to adjust work schedule will be required.

Additional Information

Cover Letter:
Please note that cover letters are required for every application for a position at the Harvard Radcliffe Institute. Please combine your cover letter and resume into a single document that is uploaded when you are instructed by HARVARD CAREERS, Harvard’s online application program, to “Upload my resume/CV from my computer”.
Complete applications will be reviewed on a rolling basis until the position is filled.

Interviews:
We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process.

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.

About Us

The Harvard Radcliffe Institute is dedicated to creating and sharing transformative ideas across the arts, humanities, sciences, and social sciences. The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures and Engagement fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library documents the lives of American women of the past and present for the future, furthering the Institute’s commitment to women, gender and society.

We are proud to be an Affirmative Action/Equal Opportunity Employer and are committed to achieving our goals through the efforts of a highly skilled, diverse workforce. With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, the Harvard Radcliffe Institute at Harvard University may be exactly the employer you have been looking for.
 

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

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

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

Salary Grade

054

Department

Emerging Leaders Program

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Employment, Identity

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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