Program Coordinator

16-Jun-2022

Faculty of Arts and Sciences

58169BR

Job Summary

Department of Stem Cell and Regenerative Biology is seeking an experienced Program Coordinator to support the operations of a large and dynamic research laboratory, by providing specialized administrative support through performance of wide range of advanced, diversified, and confidential administrative duties. Duties and tasks are complex in nature where sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. The Coordinator will determine methods and procedures on new assignments and projects, and will perform administrative duties in areas such as event and meeting coordination in support of strategic and highly visible Diabetes research programs, appointment coordination and personnel onboarding, program budget preparation and monitoring, and special projects. The Coordinator will also serve as liaison with Departmental administrative units and external research institutions, and will respond to external inquiries on behalf of the Lab?s leadership.

Position Description

Deliver superior administrative support to Lab leadership and provide guidance on departmental policies and processes. Provide high level calendar management services to the Lab leadership and communicate on their behalf with the Lab's collaborators and funders. Plan and execute complex travel itineraries both local and international, coordinate visits from funders and local research collaborators.

Anticipate needs of laboratory appointees and investigate and resolve a broad range of personnel issues. Serve as a resource to other administrative and operations staff. Work with Lab Leadership to coordinate all research appointments/ re-appointments. Ensure accuracy in the overall process, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the investigator to ensure equity in salary determination. May coordinate requests for visas by working with employees, Investigator, and Faculty and Academic Affairs representatives. Be responsible for orientation of all new lab members. Maintain unit records based on departmental policies and procedures and communicate changes to appropriate personnel.

Participate in, support, and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data, as necessary.

Provide programming support for highly visible research initiatives between the Lab, Harvard Stem Cell Institute, Joslin, Brigham and Women's Hospital and Dana Farber Cancer Institute, by coordinating strategic research and collaboration meetings, working with the Programs? leadership on the meeting's agenda, securing guest presenters and executing their visit agendas. Work with Program leads on planning and executing the annual symposium with project local and foreign research teams. Serve as a resource for program partners and event participants. Plan program's event budgets and monitor expenditures; communicate with institutional administrative offices to ensure all expenses are reconciled and covered.

Act as the primary point of contact in laboratory for the HSCRB administrative team for all administrative requirements, processed and reports. Serve as liaison with affiliated research organizations.

May assist Investigator with research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines. Collect and submit required forms documenting the laboratory's compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances. Coordinate with the host Office of Sponsored Research concerning extramural funding opportunities and submissions.

May perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports.

May assist in office space and facilities planning; make recommendations for changes; maintain inventory of furniture and equipment. May assist in arranging repairs on equipment, organizing all lab files and records.

Basic Qualifications

Five or more years of increasingly responsible administrative experience, education may count towards experience

Additional Qualifications and Skills

Experience working in a research environment preferred. Knowledge of scientific terminology and familiarity with research laboratory operations are a plus. Experience with Harvard systems, policies and resources. Ability to work inclusively and collaboratively with a diverse population. Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks. Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job. Remains technically and administratively current in job. Strong communications skills: ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner maintaining confidentiality as needed. Excellent organizational, time management and decision-making skills. Exceptional customer service skills, a cooperative attitude, and a positive demeanor. Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams, as necessary. Strong analytical skills, good judgment, and the ability to use critical thinking. Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization. Willingness to assist others and proactively identify resources and resolve complex situations.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Additional Information

This is a term position, ending in May 2023, with possibility of renewal based on funding availability.

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403039 Faculty Assistant III

Department

Stem Cell and Regenerative Biology

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Monday - Friday, 9-5pm

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.