Harvard Programs Coordinator

05-Apr-2024

Faculty of Arts and Sciences

65369BR

Job Summary

Dumbarton Oaks is a leading research center affiliated with Harvard University and located in Washington DC. The center has a renowned research fellowship program in Byzantine, Pre-Columbian, and Garden and Landscape Studies. Dumbarton Oaks also leverages the breadth of its scholarly programs and research collections (that include a historic garden, museum, and library) to offer professional development opportunities for students and recent graduates of Harvard University, with a strong emphasis on the humanities and arts.

Working under the supervision of the Manager of Academic Programs, and the overall direction of the Executive Director, the Program Coordinator will help with all aspects of Harvard-related programming, including supporting award cycles and promotion for our early-career fellowships, internships, wintersession courses, class visits, and events both at Dumbarton Oaks and on the Harvard campus.

This position assists with events during some evenings and weekends; scheduling flexibility is essential.

This is a great opportunity for an individual with strong communication and organizational skills and a passion for the humanities, who is interested in academic or cultural institutions and enjoys managing and supporting scholarly programs and events in a stimulating and highly collaborative and collegial environment.

Position Description

·         Supports the Manager of Academic Programs with all aspects of planning, promotion, application and award cycles, onboarding, housing and office allocations, and day-to-day management of our Harvard-related scholarly programs. Related tasks include processing honoraria, travel, and event planning.

·         Under the guidance of Manager of Academic Programs, act as a point of contact and advising resource for colleagues and constituents. Assists award holders with routine matters. Fields inquiries related to fellowships, courses, class visits, and other scholarly programming for Harvard students and alumni.

·         Prepares and maintains programmatic records and documentation (financial, scholarly, and administrative). Supports monitoring of the related budget, provides background information and analysis of expenditures. Processes invoices and reimbursements.

·         Coordinates scholarly events related to the Harvard programs, including the professional development series, promotional events, workshops, visits, etc. Responsible for event logistics including announcements, registration, speaker arrangements, travel reimbursements, and related correspondence.

·         Maintains programmatic news and information distribution via website, newsletter, mailing lists, and social media, using Salesforce or other systems.

·         Prepares reports on outreach, events, and program metrics, as well as financial reports; retains records; and supports program outreach utilizing a variety of computer software and applications (Salesforce, Campus Embark, Adobe, Office 365, 3PlayMedia, Zoom).

·         May use simple graphic design to prepare invitations, programs, and posters in compliance with  the Dumbarton Oaks style guide and templates.

·         Supports the Manager of Academic Programs with processing and validating institutional J visas in SEVIS.

·         Other duties as assigned.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience. Experience with Microsoft Word, PowerPoint, and Excel.

Additional Qualifications and Skills

·         B.A. preferred in the humanities

·         One to three years' experience supporting an executive or a program preferred

·         Experience using Salesforce, Zoom, and award and application management systems desirable

·         Experience collaborating on a team

·         Strong problem-solving skills

·         Experience being efficient at multitasking and prioritizing tasks with a high level of autonomy

·         Excellent communication and interpersonal skills

·         Excellent writing and editing skills

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 - DC - Washington

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Department

Director's Office

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

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.