Assistant Director of Operations and Programming

04-Jan-2024

Harvard Medical School

64711BR

Job Summary

The Assistant Director of Operations and Programming will be responsible for overseeing high-level operational tasks and provide strategic programmatic support to the Executive Director (ED). This position will perform a wide range of programmatic, administrative, analytical and community-building functions in alignment with the mission and goals of BSCP while supporting the students/fellows served by the organization. The Assistant Director of Operations and Programming works with the BSCP team members, sponsors/partners, program volunteers including faculty members, external vendors and student participants in different capacities and oversees the cross-program components of both day-to-day and strategic operational aspects. This position reports directly to the ED.

Position Description

Responsibilities :

• Operations Management and Process Development
• Design long-term operational strategies
• Identify, create and implement procedures that will improve day-to-day operations
• Manage administrative infrastructure of organization, ensuring meetings and processes are streamlined
• Establish and implement systems that support proposal preparation, review and assist ED with submission, including developing budgets and justifications, supporting documentation, and required institutional information
• Implement systems for preparation of grant and programmatic reports and analysis

Programming

:

• Oversees the implementation, management and evaluation of all current BSCP programs such as conferences/workshops/symposia.
• Works directly with the team in the recruitment of students and faculty for biennial conference (~1,000 participants; 250 speakers/advisors); annual workshops (~350 participants); annual symposium (~350 participants); biennial career development series; and the identification and recruitment of mentors, advisors, speakers, panelists and planning committee members. Identify and determine topics/subjects, select meeting sites, negotiate contracts, set agenda, and evaluate programs
• Provide support to ED in developing, producing, implementing and managing new programs and activities
• Supervise BSCP Program Manager and temporary staff, and oversee the management of interns and volunteers
• Manage BSCP Educational Relief Fund and Lap Top Fund

Leadership Support and Partnership Relations

:

• Support the ED in managing and implementing key activities in support of organizational growth and sustainability
• Work with ED to develop internal and external partner relationships, and curate and lead partner-specific programs related to strategic
• projects, initiatives and priorities
• Reconcile programmatic expenses and ensure final invoices are accounted for and in alignment with standards set by the BSCP audit/finance
• committee and BSCP auditor

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 5 years relevant work experience.

Additional Qualifications and Skills

• Excellent verbal, interpersonal and written communication skills
• Ability to handle shifting priorities and manage multiple activities simultaneously with keen attention to detail
• Demonstrated success in launching, implementing or improving systems or operating procedures
• Demonstrated experience in project and/or program management
• Strong interest in internal operations, enabling the success of others and problem solving
• High level of independent judgement, initiative, accountability and flexibility
• Demonstrated experience working effectively across teams and with a wide range of stakeholders
• Ability to direct and motivate staff
• Seeking a candidate with strong interest in diversity, equity & inclusion and STEM education

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! ( https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

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 Biomedical Science Careers Program (BSCP) :

BSCP is a non-profit organization housed in the Harvard Medical School Office for Diversity Inclusion and Community Partnership. The organization was founded in 1991 with the aim of increasing the representation of underrepresented minority and disadvantaged individuals in all facets of science and medicine while helping health care institutions, biopharma/biotechnology firms, educational institutions, professional organizations and private industry members meet their need for a diverse workforce. The primary objective of all BSCP activities is to identify, inform, support, and provide mentoring for academically outstanding students/fellows, particularly Black/African-American, Hispanic/LatinX and American Indian/Alaska Native individuals. Since its inception, more than 15,500 students and 1,300 postdoctoral trainees, and junior faculty members have participated in BSCP programs. Participants range from high school to postdoctoral level and attend from across the country.

Organizational Mission :

BSCP inspires members of every race, ethnic background, gender and financial status to ask why not me? We meet the student where they are in their journey, provide a community to network and connect, and with encouragement, support and guidance, help them achieve their potential in pursuit of biomedical science and other science-related careers.

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 - Boston

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Department

Diversity Inclusion and Community Partnership

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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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