Program Coordinator, Initiative for the Science of the Human Past

Details

Posted: 29-Apr-24

Location: USA - MA - Cambridge

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Financial
Staff/Administrative

Internal Number: 65560BR

Job Summary

Reporting to the Faculty Chair for the Initiative for the Science of the Human Past (SoHP) at Harvard, the program coordinator serves as the primary administrative contact for faculty, researchers, students and visitors to the Initiative and its Max Planck-Harvard Research Center for Archaescience (MHAAM). They are responsible for providing administrative support to the Chair (including travel arrangements) and for the many programs hosted out of the Center (graduate student training, graduate student exchange, graduate and research fellowships and post-doctoral programs).

Position Description

Finance and Grants Administration:

Monitors and tracks funds related to the project, and works with the Chair to plan activities and develop annual center budgets. Creates budgets for grant proposals and oversees grant proposal process, as well as any necessary post-award grant reporting requirements, tracks deadlines, and collects information for audits. Approves expense reports for center postdocs.

Events/Communication:

Coordinates the Center's events to deliver a coherent program that invites participation throughout the scholarly community. Organizes, executes, and follows up on all aspects of events (scientific and steering committee meetings, symposia, conferences, public lectures, workshops, seminars and faculty lunches/dinners). Records and distributes meeting notes. Prepares, tracks and manages event budgets. Maintains regular communication with event speakers and participants as well as vendors. Facilitates travel arrangements and reimbursements for event participants. Provides onsite staffing and photography at some events; manages student staffing at others. Maintains mailing database, communicating to invitees, tracks RSVPs and produces event materials. Anticipates and resolves potential problems.

Programmatic:

Assists in the development, implementation and review of Center's initiatives; makes suggestions for improvements. Responsible for gathering information, writing, editing and producing the Center's annual bulletin. Tracks and updates SoHP and MHAAM publications lists. Assist with onboarding Visiting Scholars, Fellows, and Postdocs to Cambridge/Harvard, and oversees undergraduate research assistants. Manages the Center's Dropbox and email accounts, edits and reviews the Center's website content.

Faculty Support:

Provides routine faculty support to the Chair of the initiative. Duties include preparing travel expense reimbursements and corporate card reconciliation via Concur, coordinaing travel and preparing itineraries, ordering supplies via Buy-2-Pay, and providing support for teaching. Proofread various documents and email messages for distribution.
Interested applicants are strongly encouraged to include a cover letter along with their resume.

Basic Qualifications

Undergraduate degree or equivalent, and 3 years of administrative management and/or higher education experience. Knowledge of Microsoft Office Suite.

Additional Qualifications and Skills

Experience in higher education administration and academic programs preferred, as well as experience with Harvard systems Buy-2-Pay, Concur, HART, and GMAS. Ability to create and monitor a budget, work independently and anticipate and resolve problems with minimal supervision. Must be self-directed and enjoy working in a fast paced environment with multiple and conflicting priorities. Strong time management, organizational, and interpersonal skills, flexibility and good judgment, excellent written and oral communication skills. Commitment to understanding and clearly communicating Harvard policies, and comfort enforcing policies with faculty is essential. Team-oriented mindset and a sense of humor is a must.

Additional Information

This is a 2-year term position with the possibility of renewal based on continued funding.
We regret that we will not be able to provide visa sponsorship for this position.
All formal written offers will be made by FAS Human Resources.

Benefits

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