Program Coordinator
Harvard University · Cambridge, Massachusetts, United States · hybrid
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Why join Harvard University Central Administration?
Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.
The Harvard & the Legacy of Slavery Initiative (H&LS) is dedicated to addressing systemic inequities by developing and advancing visible, lasting, and effective actions grounded in Harvard’s educational mission and guided by the findings and recommendations of the Presidential Committee on Harvard & the Legacy of Slavery. Sara Bleich, Vice Provost for Special Projects, leads the implementation of the recommendations from the report of the Presidential Committee on Harvard & the Legacy of Slavery.
Reporting to the Director of Administration (“DA”), the Program Coordinator (“Coordinator”) plays a central role in the day-to-day coordination and successful delivery of H&LS programs. The Coordinator provides highly organized administrative, operational, financial, and participant-facing support across the full program lifecycle, from planning and launch through implementation, evaluation, and closeout.
The Coordinator works collaboratively as part of a dedicated program team that includes the Senior Program Manager and Program Manager and supports a growing portfolio of established and emerging initiatives, including the Du Bois Scholars Program, guided tour program, and various grant programs. The Coordinator contributes to a collaborative, service-oriented team culture by supporting colleagues during periods of high program activity; additionally, the Coordinator will have opportunities to engage with students, staff, and/or faculty across the University.
This is a benefits-eligible, one-year term appointment with the possibility of extension.
Job-Specific Responsibilities:
Program Coordination & Delivery:
- Coordinate the cyclical delivery of H&LS programs in close collaboration with the program team, maintaining awareness of key milestones, deadlines, dependencies, and outstanding tasks
- Support the program team across all phases of program delivery, including launch preparation, implementation, closeout, after-action reviews, and planning for subsequent cycles
- Anticipate needs and identify practical solutions when unexpected challenges arise, seeking guidance when appropriate; communicate proactively about progress, competing priorities, risks, or anticipated delays
- Supports the execution and delivery of H&LS-managed programs, including, but not limited to:- Du Bois Scholars Program: Facilitating the application process, Fellow onboarding (travel planning, developing materials, coordinating orientation sessions and other program activities, overseeing fellow travel logistics, processing payments, etc.)
- Grant Programs: Coordinating grant cycles and events, preparing grantee correspondence, facilitating RFP processes, onboarding new grantees, processing award payments, and supporting ongoing relationships
- Additional Programs: Support the development, launch, and implementation of new H&LS programs and initiatives as the portfolio evolves.
- Provide general administrative and operational support for program activities and events as needed
Communication & Stakeholder Support:
- Serve as a responsive and professional point of contact for program participants, providing timely, accurate, and clear information and helping resolve questions or connect participants with appropriate resources
- Coordinate the day-to-day flow of program communications among internal team members, Harvard partners, participants, vendors, and other stakeholders
- Draft and edit clear, polished program correspondence, instructions, reminders, meeting materials, and other written communications for varied audiences
- Liaise with the Senior Associate Director of Communications to coordinate website updates, social media content, design requests, newsletter submissions, and program materials, including presentations, booklets, and brochures
Program Data, Evaluation & Record Keeping:
- Collect, organize, synthesize, and support reporting of quantitative and qualitative program data, including participation, feedback, and impact measures
- Assist with the development, deployment, and tracking of surveys and other program evaluation instruments
- Maintain accurate, organized, and current program records throughout the program lifecycle, applying consistent document, data, and file-management practices
Financial Support:
- Prepare programmatic financial reports, including selecting, organizing, and interpreting data from financial systems and other sources
- Maintain accounting and record-keeping systems for assigned programs and establish effective procedures for tracking expenditures, commitments, payments, and reporting requirements
- Process program invoices, participant payments, reimbursements, and other financial transactions accurately and in a timely manner; research and help resolve accounting discrepancies
- Serve as a resource on applicable fiscal policies and procedures, including restrictions associated with funding sources or donor designations, and help identify available options or appropriate next steps
- Identify potential financial or administrative issues and elevate them promptly to the DA
Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.
- 3 or more years of relevant experience (education beyond high school may count toward experience)
Additional Qualifications and Skills:
- Bachelors degree preferred
- Proficiency in Microsoft Office Suite, Asana, and other relevant software applications
- Excellent communication skills especially with written communications; engage various constituents with poise and professionalism, delivering excellent customer service
Experience working in non-profit or higher education a plus
- Standard Hours/Schedule: 35 hours per week
- Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
- Other Information:- A cover letter is required to be considered for this position.
- This position will have a 3-month orientation and review period.
- This is a benefits-eligible, one-year term appointment with the possibility of extension
Work Format Details
This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Salary Grade and Ranges
This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing