HILS Coordinator

26-Feb-2024

Harvard Medical School

61163BR

Position Description

This position provides high-level support to Harvard Integrated Life Sciences, a federation of 13 life sciences Ph.D. programs. HILS supports the recruitment and training of life science graduate students across Harvard Ph.D. programs, departments, and schools.

Job-Specific Responsibilities :

• Reporting to the Executive Director of HILS, the HILS Coordinator performs a variety of administrative and professional duties to support HILS-related initiatives and events.
• Organizes and coordinates logistics for all HILS events including arranging venue, AV equipment, and catering, preparing materials, tracking attendance and registration, and advertising.
• Composes weekly HILS Report sent to 1,400 HILS students via Mailchimp. Updates the HILS website, social media, and recruitment materials. Serves as principal administrative contact and liaison with diverse internal and external constituents. Answers questions regarding HILS policies and GSAS admissions policies.
• Provides support to facilitators of the HILS Faculty Mentorship Workshops. Duties include preparation of materials, on-site and online support, advertising, registration management, and evaluation. Provides reports to program leadership to assure HILS meets the goal of having all 800 + faculty complete the training.
• Partners with the GSAS Office of Equity, Diversity, Inclusion, and Belonging to coordinate the recruitment efforts of 13 life science programs. Communicates with conference organizers, plans HILS- wide events, and communicates best practices and new information to all programs.
• Provides project management support with new my.harvard student information implementation. Manges HILS faculty database in my.harvard. Gathers data and assists with report preparations using a variety of computer software and student databases (such as Excel, my.harvard, and FileMaker).
• Schedules monthly meetings and retreats with HILS program faculty and administrators. Coordinates selection of guest speakers prepares agenda, and sends out meeting materials.
• Performs other related job duties as required.

Basic Qualifications

Three years experience in higher education administration, project management, and event or program management. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• College degree preferred with at least 1 year related administrative experience.
• Excellent communication and organizational skills.
• Positive customer service attitude with the ability to interact tactfully and respectfully with diverse constituents.
• Ability to handle shifting priorities while showing good judgment and maintaining meticulous attention to detail.
• Ability to be proactive and work independently as well as part of a team.
• Strong computer skills, including Microsoft Office, and event experience preferred.
• Harvard or other academic experience is a plus.

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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.

Harvard University offers an outstanding benefits package including:

• Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
• Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

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

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Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403134 Coordinator I

Department

Division of Medical Sciences

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

​35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

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

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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