Program Manager

Harvard University, Faculty of Arts & Sciences
Massachusetts, United States
Salary Not Specified
Posted Date
Aug 12, 2022

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Position Type
Faculty Positions, Business & Management, Management, Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Other Academic Affairs, Business & Administrative Affairs, Grants & Contracts
Employment Type
Full Time
Job Summary

The Program Manager will provide administrative support to a new research center (the Dark Matter Initiative) within the Department of Physics under the direction of one of its faculty members. The individual will interact with students, faculty, and staff within the Department of Physics and across the FAS, including the Division of Science, Finance, and Research Administration Services. They will also be the point of contact for external constituents from around the world, in particular visiting faculty and scholars from other institutions. Additionally, they will be responsible for interfacing with public organizations who invite the faculty Director to give talks and coordinating these visits while being cognizant of faculty academic duties at Harvard. The Program Manager will assist the faculty Director in the development of the Dark Matter Initiative while also maintaining their regular academic schedule. This will involve facilitating meetings between students and other faculty while being cognizant of committee (both internal and external to Harvard) obligations. The Program Manager will also assist the faculty Director with grant and paper preparation.

Auto req ID


Job Code

358057 Admin Pro/Indiv Contrib


USA - MA - Cambridge

Business Title

Program Manager



Salary Grade


Time Status



00 - Non Union, Exempt or Temporary

Basic Qualifications

Bachelor’s degree or equivalent experience;

5+ years of progressive office management.

Additional Qualifications and Skills

Master’s degree in relevant field preferred;

Advanced knowledge of office management and communications.

Knowledge of Physics is not necessary to be considered for this position;

The candidate should have excellent computer skills, including knowledge of Microsoft Office Suite, as well as website management and graphics software experience;

Prior experience working with faculty is a plus;

Must exhibit strong oral and written communication skills and have a collaborative working style with excellent consultative and problem-solving skills;

Discretion and a proven ability to handle confidential information also required;

Previous experience in academia, research lab setting or health care environment valuable, as is in-depth experience working with faculty, staff and assistants;

Proven ability to prioritize and deliver quality results in a high-volume office;

Ability to prioritize and accomplish tasks with minimal supervision, creatively solve problems.

Excellent organizational skills and attention to detail.

Good judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment.

Meet deadlines and follow through on projects..

Additional Information



Pre-Employment Screening

Credit, Criminal, Education, Identity


35 hours per week

Job Function

General Administration

Position Description

This position will create business processes and implement the day-to-day operations and manage programming. The individual will work closely with the faculty Director to understand her vision of the operation, conduct searches for research scholars, hire and onboard them, and process financial and administrative work to support the overall operation. Additional duties will include:
  • Manage program details and operations in close coordination with faculty member, including defining requirements, ensuring adequate resources, establishing timelines, evaluating and revising project plans, and advising on project issues.
  • Facilitate and plan content of project meetings, making recommendations and pertinent changes to program content and objectives, provide feedback on ideas and project direction, driving project milestones, and negotiating contracts with external stakeholders.
  • Operate as general manager for the program. Coordinate, supervise, and manage personnel for program and faculty member's research group (including postdocs, research scholars, graduate students, and visitors).
  • Support all aspects of the PI's mission in research, teaching, and public outreach. Advise the PI on policies and procedures and responding to internal/external inquiries.
  • Assign and allocate resources throughout project to meet goals. Forecast revenues and expenses and create complex budget. Mange all aspects of the faculty member’s business-related expenses. Prepare, manage, and report on sponsored and non-sponsored grant proposals.
  • Draft and prepare correspondence (including letters of recommendation), course materials, and technical reports; detailed domestic and international travel arrangements, and complex calendar; and helping with class preparation and organization.

Faculty of Arts and Sciences

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.

Working Conditions

Work is performed in an office setting

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: .

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.

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