Program Coordinator

Job Summary

The Committee on Degrees in Studies of Women, Gender, and Sexuality is an undergraduate degree program within the Faculty of Arts and Sciences. We offer full and joint undergraduate concentrations, an undergraduate secondary field, and a graduate secondary field.

This position reports to the Director of Administration and Operations and works closely the undergraduate and graduate advisors (Director of Undergraduate Studies, Associate Director of Undergraduate Studies, Director of Graduate Studies) and the Chair. This position provides a broad range of high-level support for the undergraduate and graduate programs including events, communications, updating and maintaining the course catalog and curricular records.

Auto req ID

62629BR

Job Code

403134 Coordinator I

Department Office Location

USA - MA - Cambridge

Business Title

Program Coordinator

Sub-Unit

Social Sciences

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

3+ years of office experience. Education beyond high school may count toward experience.
Proficiency with Microsoft Office suite required (Word, Excel, SharePoint, Outlook).

Additional Qualifications and Skills

Proficiency with Zoom and/or other video conferencing software required.

College degree preferred.

Experience, interest, and commitment to working with people from diverse racial, socioeconomic, and other backgrounds and ability to effectively collaborate and communicate with diverse faculty, students, and administrators.

Excellent organizational and communication skills to be able to organize, prioritize, and follow through on complex, multi-deadline projects.

Excellent interpersonal skills.

Exceptional attention to detail/accuracy.

Demonstrated editing and writing ability.

Customer-focused, customer service oriented.

Proven flexibility in adjusting to changing demands and deadlines.

Ability to sustain a high level of productivity and work independently while being part of a collaborative team.

Sound judgment, discretion, and confidentiality in handling sensitive matters.

Experience with event planning and supervision

Ability to occasionally work in the late-afternoon/early-evening for specific pre-planned events.

Familiarity with databases and website management a plus.

Experience with MailChimp or similar email marketing platform.

Experience with the following: Mailchimp, Open Scholar, Adobe Photoshop, HTML, Canvas, or comparable systems.

Additional Information

Applicants are encouraged to submit a cover letter with their resume.

Studies of Women, Gender, and Sexuality is committed to the health, wellbeing and work/life balance of our staff, students, and faculty. We expect all of our employees to work towards a climate where diverse students students, faculty, and staff can thrive.

This position is based in Cambridge and some in-person on-campus work will be required. Upon completion of 90-day probationary period, flexible/remote work (up to two days per week out of the office) is an option. Individual flexible and remote work options for this role will be discussed during the interview process.

Department

Committee on Degrees in Studies of Women, Gender, and Sexuality

Pre-Employment Screening

Identity

Job Function

General Administration

Position Description

Duties include but are not limited to:

Communications and website: Independently and accurately writes and designs programmatic communications for faculty and student mailing lists and website:

• Two newsletters a week
• Additional communications to various constituency groups as needed
• Oversees hard copy and electronic versions of program materials including forms, handouts, swag, etc.
• Manages program website, including creating new pages and re-organizing website structure as needed and continually updating pages for event listings, course listings, faculty bio pages, concentration requirements, job postings, announcements, news items, etc.
• Creates program publicity materials – flyers, posters, graphics, etc.

Coordination and support for undergraduate and graduate programs:

• Manages student records -- maintains accuracy and integrity of all student records (hard copy and electronic), and ensures compliance with department and university policy.
• Facilitates application and award process for student prizes, fellowships, and grants.
• Maintains department records re: course offerings and enrollments
• Composes and sends calls for Teaching Fellow positions
• Prepares Teaching Fellow appointment letters
• Completes special projects related to undergraduate and graduate programs for the Chair/Director of Graduate Studies/Director of Undergraduate Studies /Associate Director of Undergraduate Studies as assigned.

Event logistics:

• Oversees logistics for program meetings and events throughout year, including catering, communicating logistical details to visitors, preparing handouts and other take-away items, arranging a/v support, locating space, communicating with co-sponsoring units, obtaining speaker releases, etc.

Catalog maintenance:

• Coordinates with faculty to schedule course offerings for the Department.
• Enters courses into catalog and adjusts listings as needed
• Coordinates classroom space requests for course meetings. (Teaching Fellow coordinate section requests.)
• Updates all program records
• Faculty and visitor reimbursements, vendor payments

Financial support and approvals:

• Setting up new vendors in payment system
• Collecting reimbursement forms and receipts from visitors
• Creating payment and reimbursement requests in the payment system
• Completing first review (for completeness and accuracy) of faculty reimbursement requests

Other program admin (support for searches and reviews, tech roll-outs, etc.)

• Shares coverage of departmental email account and front office with program assistant – answering routine requests, forwarding non-routine requests to appropriate staff or faculty member
• Works as part of admin team providing back-up admin coverage as needed – including scheduling, office maintenance, other duties as necessary
• Support for searches and reviews (preparing materials for committee meetings, logistics for job talks, etc.
• Support for roll outs of new tech
• Back-up for scheduling and office maintenance/admin.

Other duties as assigned.



School/Unit

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.

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.

Benefits

We invite you to visit Harvard’s Total Rewards website 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.

Work Format

Hybrid (partially on-site, partially remote)