Program Coordinator & Faculty Assistant (Part-time)

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School's mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Job Description

If the vibrant campus community of Harvard University calls to you, and you're passionate about contributing to academic excellence, the Harvard Kennedy School invites you to apply as a Program Coordinator and Faculty Assistant. In this role, your organizational expertise, versatility, and desire to effectively support people and projects will help achieve our collective academic mission.

The successful applicant will collaborate closely with Professor Jennifer Lerner to support teaching and research efforts that have far-reaching impact. You will also interact daily with students and staff members, helping them meet desired goals. This opportunity may also support other faculty. In sum, this role offers the chance to be an integral part of a dynamic academic setting, where your efforts will help improve the functioning and impact of teaching and research that aims to make the world a better place.

What you'll do:

1. Administrative Support and Coordination:

• Serve as the primary assistant and coordinator for Professor Jennifer Lerner.
• Manage complex calendars, schedule travel arrangements, and handle expense reimbursements.
• Assist with the preparation of daily briefings for Professor Lerner.

2. Communication:

• Communicate professionally with both internal and external stakeholders.
• Represent Professor Lerner to external parties and across Harvard University.
• Carefully review email correspondence on a daily basis, looking for ways to address all requests and advance projects.
• Serve as the point of contact for inquiries and as a gatekeeper, balancing the need to protect Professor Lerner's time while also facilitating her ability to perform key educational and outreach roles.
• Interface continually and constructively with members of the Center for Public Leadership, including participating in staff meetings.

3. Research Support:

• Connect new lab members and research assistants with the Center staff who handle hiring and training.
• Retrieve research resources and submit materials for publishing.
• Ensure that all members of the lab complete the designated training in the protection of human subjects, and maintain certificates of completion for all lab members.

4. Course and Event Management:

• Upload content to the Canvas learning platform and help design a pleasant student interface on Canvas.
• Handle course delivery logistics, including obtaining copyright clearances, coordinating guest liaisons, and organizing activities.
• Facilitate events and meetings, managing such logistics as room reservations and catering.
• Organize and staff a variety of events, including public seminars and private workshops.

5. Technology and Data Management:

• Create surveys using Qualtrics software based on faculty drafts (training provided, if needed).
• Export data from Qualtrics to Excel spreadsheets (training provided, if needed).
• Maintain the research group's website and keep content up to date (training provided, if needed).

6. Financial and Budget Responsibilities:

Under supervision from the Center for Public Leadership Financial Team

• Maintain detailed records of all research expenses in Professor Lerner's lab.
• Prepare, submit, and reconcile requests for reimbursement from lab members.
• Assist the CPL Finance Team in preparing grant proposal budgets and tracking expenditures on budgets.
• Reconcile corporate cards and track expenses and budgets.

7. Academic Responsibilities:

• Assist Professor Lerner in tracking important deadlines for scientific reviews, letters of reference, and grant reports.
• Proofread, copy-edit, and format documents and academic publications.

8. Additional Responsibilities:

• Attend meetings with Professor Lerner and high-profile stakeholders, taking notes and ensuring follow-ups are executed.
• Represent Professor Lerner's research group at the Center's relevant public events.

Who you are:

• You set a high bar for yourself with attention to detail.
• You take pride in providing strong customer service.
• You know how to be helpful and how to find the right people to ask questions even when you don't have the answer.
• You take the time to understand workflows and policies to accomplish your goals in the most effective way.
• Adaptability is second nature. With constant change, you are flexible and receptive to feedback.
• You know when to ask for help.
• You are rigorously honest.
• You are comfortable juggling competing priorities, reporting to multiple supervisors, and accommodating a broad range of work styles.
• You work well independently and contribute as a valuable team member.
• People describe you as reliable and professional – you always follow through and strive to surpass expectations.
• You've worked in an office environment before and are proficient with Microsoft Office.

Why you'll love this job:

• Make an impact helping others achieve their goals by utilizing your administrative skills.
• Build relationships with a diverse group of faculty and colleagues in a collaborative culture.
• Practice on-the-job learning in a supportive environment with continuous professional training.
• Grow your career here – be exposed to the inner workings of a world-renowned public policy and leadership school.
• Maintain work-life balance.
• Access the numerous Harvard benefits, including employer-subsidized health insurance, generous time off and retirement contribution, taking a course or achieving an advanced degree for as little as $40/class, and much more!

Qualifications

Basic Qualifications:

A minimum of 2 years of related experience, including demonstrated office administration and/or customer service experience. Internships and part-time work will count toward experience.

Additional Qualifications and Skills:

• Demonstrated experience prioritizing tasks to changing needs and seeing tasks to completion in a timely manner.
• Excellent time management skills and ability to prioritize tasks with minimal supervision.
• Demonstrated interpersonal skills with experience providing complex administrative support.
• Proven organizational skills and attention to detail.
• Ability to track and follow through on action items.
• Ability to work across teams and with a variety of projects and constituencies.
• Ability to learn and use new technical and financial applications.
• Proficient written and spoken English.
• Interest in the intersection of psychology and public policy a plus.
• Proficiency with internet tools and a willingness to learn new technologies.
• Proficiency in website management and Qualtrics software.
• Bachelor's degree or progress toward one preferred.

Additional Information

• Appointment End Date: Fully benefits-eligible term appointment through June 30, 2027, with high likelihood of renewal.
• Standard Hours/Schedule: 23 hours per week (see note below)
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:

Schedule: This is an hourly, non-exempt position scheduled to work 23 hours per week (two-thirds time) at the time of hire. Subject to operational needs, funding, and the necessary approvals, the position may increase to full time (35 hours per week) effective July 1, 2027. Any change in hours will be communicated in advance and will be subject to University policies and applicable employment requirements.

Location: This position is primarily on-site at Harvard Kennedy School in Cambridge, MA, and required to work on campus at least 4 days/week.

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. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.