Program Coordinator for Byzant at Harvard University in Washington, Washington DC

Job Description:

Harvard University


Position Title: Program Coordinator for Byzant

Req ID: 66817BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

Dumbarton Oaks is a leading research center in Byzantine Studies affiliated with Harvard University. The institute has a research library that is a point of reference for the field, world-renowned museum collections and a historic garden open to the public. The Byzantine Studies Program plays a central role within Dumbarton Oaks? mission by supporting the highly international fellowship program, as well as visits by faculty and students from Harvard and other universities, and a distinguished roster of visiting scholars. The program hosts a wide variety of scholarly events, such as public lectures, workshops, colloquia, and symposia. The program also runs one or more summer schools every year. Under the direction of the Director, the Program Coordinator will support all the activities of the Byzantine Studies Program, working collaboratively with colleagues in the Library, Events, IT, Academic Programs, Communications, and Publications departments.

This is a great opportunity for an individual with great communication and organizational skills and a passion for the humanities, who is interested in a career in academic or cultural institutions and enjoys managing and supporting scholarly programs and events in a stimulating and highly collaborative and collegial environment.

Position Description

• Supports the Director of Byzantine Studies, handles all office functions, manages professional correspondence with a high degree of professionalism, timeliness, and discretion.

• Coordinates all department?s meetings, autonomously arranges for travel as requested, handles scheduling, prepares agendas and official meeting minutes for ongoing projects, including joint projects with other Dumbarton Oaks departments and other institutions.

• Serves as principal administrative contact and liaison with colleagues and constituents; principal source of information on established policies and administrative procedures.

• Monitors and updates administrative policies and procedures, templates, workflows for seamless internal implementation and effective communication.

• Prepares and maintains programmatic records and documentation (financial, scholarly, and administrative). Supports preparation and monitors annual budget, provides background information and analysis of expenditures. Processes invoices and reimbursements.

• Organizes senior fellow and advisory meetings, prepares agenda, provide minutes, and attends to all administrative needs, including Senior Fellows? travel and accommodations, preparation and circulation of agendas, minutes, and other materials.

• Coordinates scholarly events hosted by the BYZ Program which may include an annual symposia, colloquia, public lectures, workshops, summer schools, etc. Responsible for event logistics including announcements, registration, speaker arrangements, travel reimbursements, and related correspondence. Assists with events during some evenings and weekends; some scheduling flexibility is essential.

• Manages process of organizing and reviewing fellowship applications, awards, and residencies through application portal on Embark. Creates and reviews applications on Embark for summer schools.

• Maintains department?s programmatic news and information distribution via website, newsletter, mailing lists, and social media, using Salesforce or other systems, publicizing scholarly events, programs, and coordinating digital initiatives, such as the Byzantine Podcast Series, as needed.

• Supports the Director of Study and Managing Editor with tasks related to Byzantine publications, contacting contributors, processing honoraria, conveying proper guidelines, and performing other tasks as needed.

• Provides policy interpretation on grant parameters, and trains new staff on departmental processes and procedures. Assists grant awardees with reimbursements and report processes.

• Compiles, edits, and reviews documents and reports including fellows? research reports, and speakers? abstracts and biographies for symposia and colloquia.

• Prepares reports on outreach and events as well as financial reports, retains records, and manages program outreach utilizing a variety of computer software and applications (Salesforce, Adobe, Office 365, 3PlayMedia, Zoom, Otter, Embark, Audacity).

• May use simple graphic design to prepare invitations, programs, and posters in compliance with the Dumbarton Oaks style guide and templates.

• Assists award holders with routine matters. Fields front-line inquiries related to symposia, public lectures, graduate workshops, pre-doctoral residencies, one-month research awards, and internships, as well as general inquiries.

• Other duties as assigned.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience. Experience with Microsoft Word, PowerPoint and Excel.

Additional Qualifications and Skills

• B.A preferred in the Humanities
• One or Three years' experience supporting an executive or a program preferred.
• Knowledge of ancient, medieval, or modern Greek an advanyage
• Graphic design in Adobe Photoshop, InDesign, or Illustrator software highly desirable.
• Experience being resourceful preferred.
• Experience using Salesforce, Zoom or other video conferencing software.
• Experience in preparing/monitoring and forecasting budgets.
• Exercises financial management and oversight of assigned programs and strives to achieve financial goals.
• Experience collaborating on a team.
• Strong problem-solving skills.
• Experience being efficient at multitasking and prioritizing tasks with a high level of autonomy.
• Excellent communication and interpersonal skills.
• Excellent writing and editing skills.

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.

Department Office Location: USA - DC - Washington

Job Code: 403040 Coordinator II

Job Function: General Administration

Work Format: On-Site

Sub Unit: Dumbarton Oaks

Salary Grade: 055

Department: Byzantine Studies


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Criminal, Identity


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.

EOE 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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