Program Coordinator, Exec Edu at Harvard University in Boston, Massachusetts

Job Description:

Harvard University


Position Title: Program Coordinator, Exec Edu

Req ID: 66995BR

School or Unit: Harvard Business School

Description: Job Summary

The Program Coordinator works alongside another Program Coordinator and Program Manager to make up an Executive Education Program Delivery team. The Program Coordinator is responsible for pre-planning through the delivery of Executive Education programs, coordinating all logistics, both on-site and virtual delivery, facilitation of remote sessions, and day-to-day operations for the team's assigned portfolio of programs.

Position Description

• Work closely with faculty to confirm session details, coordinate program material, arrange Information Technology (IT) and Audiovisual (AV) needs, and provide classroom support when programs are in session
• Be the primary contact for faculty and participants for all pre, during, and post program-related support
• Work closely with other HBS support departments to include operations, media services, housekeeping, catering, and other constituents to ensure appropriate operational support
• Coordinate and administer program schedules for domestic and international programs
• Build and maintain participant websites for each program
• Coordinate experiential learning exercises and team-building activities
• Maintain records to document faculty material, participant feedback, schedules, vendors, and evaluations associated with program delivery
• Coordinate program logistics for on-campus programs, to include meals, housing, and special events, both on campus and at local venues
• Coordinate and host online sessions to include sharing documents and videos, administering polls, coordinating breakout rooms, monitoring attendance, and facilitating communication with faculty, participants, and the technology team, delivered primarily via Zoom or the Harvard Business School (HBS) Online Classroom
• Use Salesforce to track and manage participant enrollment and cancellations, and other program-related data
• Coordinate, process, and track program purchases and other expenses
• Staff the program office when programs are in session
• Facilitate online Zoom sessions
• Coordinate online live sessions, working closely with the HBS Live Online Classroom team
• Collaborate with other Executive Education (Exec Ed) teams, including Program Directors, Enrollment and Admission Services, Finance, Client Services, Resource Allocation Associate Director, Coaching Directors, etc.
• Support the larger program delivery team in "all hands-on deck" activities Support other projects, department-wide initiatives, and other responsibilities at the discretion of the program manager and program delivery directors
• This role is responsible for other duties as assigned

Basic Qualifications

• High school diploma, GED, or equivalent required.
• 3+ years of experience in a customer service-oriented and/or administrative support role(s) or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills

• This position requires a team player with a willingness and ability to work with multiple groups within Executive Education and across campus in a fast-paced, customer-oriented, high-energy environment.
• Demonstrated ability to think quickly, manage multiple priorities and generate solutions when unexpected problems arise.
• Candidates must show strong verbal and written communication skills.
• Excellent customer service and organizational skills, as well administrative coordination experience.
• Candidates must be highly motivated, solution driven, take initiative and work well both independently and in a team approach.
• Must be flexible, energetic, diplomatic and detail oriented.

Working Conditions

• Ability to work extended overtime hours (including some evenings and weekends) is a must.
• This position may also include domestic or international travel depending on program needs.

Additional Information

This is a 40 hours/week, overtime-eligible position.

This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of a program when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday - Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.

About Us

Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School's digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around 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.

Department Office Location: USA - MA - Boston

Job Code: 403033 Staff Assistant III

Job Function: Faculty & Student Services, General Administration

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: ------------

Salary Grade: 053

Department: Executive Education


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: 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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