Program Coordinator

Harvard University, United States

Updated: 3 months ago

02-Feb-2024

Harvard School of Dental Medicine

64859BR


Job Summary

The Program Coordinator for the Office of Research provides administrative support for the Associate Dean for Research, the Director of Core Laboratories, the Director of Oral Health Workforce Innovation and Population Health, and the Director of Student Research, as it relates to the mission and strategic direction of the Office of Research. The incumbent works independently performing a wide range of complex administrative duties to support the Office of Research and the School’s research endeavors.

One-year term position with possibility of permanency


Position Description

  • Serves as the point of contact for the DMD/PhD Program in BBS. Serves as principal contact for applicants, students, GSAS, FAS and HSDM Registrars; manages admissions process and collaborates with admissions committee; tracks students’ academic progress and program data; advises students on processes and requirements; maintains student handbook. Manages financial administration of DMD/PhD program (processing student stipends, tuition, and fees) and prepares budget projections.
  • Maintains student records, including tracking degree research requirements, maintaining a central repository of student research files, coordinating with faculty and students on missing requirements, and communicating with registrar.
  • Handles all office financial processing: paying invoices in HCOM, processing reimbursements, and reviewing PCard transactions. Processes and tracks student travel funding and awards.
  • Supports AGE and DMD research curriculum by updating student research guidebooks, providing coordination and facilitation support to research courses, communicating with students, and maintaining student files.
  • Manages logistics and publicity (such as scheduling, coordination attendees and guests, vendor management, day-of support, and gathering post-event feedback) for research events including but not limited to: visiting speaker series (~12 events/year), annual Giddon lecture, and Student Research Day.
  • Assists Program Manager with preparation of the abstract book, coordinating faculty poster reviews, poster board rental, catering, etc. for events, as assigned.
  • Works with department administrative staff for programmatic data collection used for planning and regulatory purposes.
  • Communicates with and assists a wide range of internal and external contacts including students, faculty, staff, and outside vendors. 
  • Contributes to the mission and vision for HSDM and models the school's core values in all facets of the work.
  • Performs other related duties as assigned or requested. 

    • Basic Qualifications

  • At least three years of relevant experience (education beyond high school may count towards experience)
  • Familiarity with Microsoft Office and Zoom, and willingness to learn other computer systems as needed.

    • Additional Qualifications and Skills

  • Strong organizational and interpersonal skills
  • Strong written and verbal communication skills
  • Ability to work independently and with minimal supervision; able to set priorities, meet deadlines, and work with detailed, complex, and confidential information.
  • Ability to anticipate and resolve problems.
  • Ability to prioritize work and address multiple tasks simultaneously, often with competing deadlines.
  • Ability to work occasional evenings and weekends for events.
  • Ability to work on-site as needed.
  • Ability to successfully pass a comprehensive background check at hire.
  • Bachelor’s degree strongly preferred.
  • At least five years of professional experience, preferably in an academic setting
  • Experience working with students.
  • Familiarity with Harvard systems.

    • Working Conditions

  • May be required to sit or stand for long periods of time.
  • May be require occasional after hours work as needed.

    • COVID-19 Vaccines Requirement: 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.


    Additional Information

    Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.

    Commitment to Equity, Diversity, Inclusion, and Belonging: We are dedicated to being a community within which self-respect and mutual respect are understood and practiced, HSDM believes that compassion, fairness, and trust are fundamental values that enable our individual and collective well-being. We recognize the diversity of individuals within the community to be an essential ingredient to an inspiring, vigorous, and exciting culture. And we recognize that ethics and integrity provide the framework for all of our efforts.  HSDM Mission, Vision, and Core Values


    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

    Located in the heart of Boston’s Longwood Medical Area, Harvard School of Dental Medicine (HSDM) ranks as one of the preeminent schools of dental medicine in the country. HSDM educates clinicians, educators, researchers, and leaders in the profession; boasts core strength in musculoskeletal-disease research; and offers students public health opportunities in local communities and across the globe.


    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

    403040 Coordinator II


    Work Format

    Hybrid (partially on-site, partially remote)


    Department

    Office of Research


    Union

    55 - Hvd Union Cler & Tech Workers


    Hourly Rate and/or Rate Range

    64,051-69,000


    Pre-Employment Screening

    Criminal, Employment, Identity


    Schedule

    Full-time, 35 hours per week / Monday – Friday / Hybrid
     


    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.


    LinkedIn Recruiter Tag (for internal use only)

    #LI-MN1


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