Details
Posted: 26-May-22
Location: USA - MA - Boston
Type: Full-time
Salary: Open
As a member of a fast-paced, innovation oriented and growing team, the Program Coordinator will work closely with the Associate Director and program team to successfully deliver Corporate Learning and Executive Education programs. The position will communicate regularly with key program stakeholders, including faculty, clients, and team members, to ensure all aspects of the corporate learning and executive education experience are designed and delivered successfully. This position will report to the Associate Director of Program Management.
Specific responsibilities:
- Plans, organizes, and executes all logistics related to assigned events managed by HMS Corporate Learning, including: Building the registration and LMS systems for online programs, creating and sending programmatic messages, negotiating with hotels, caterers and vendors, making recommendations for food and activities for participants; assigns and coordinates classroom, AV and other facilities on behalf of program; supporting program delivery and working with clients ahead of and on program days.
- Provides administrative support to the Associate Dean, Executive Education and Senior Director of Corporate Learning, including scheduling, travel arrangements, reimbursements, and related tasks.
- Responsible for program supply inventory upkeep and procurement.
- Gathers and maintains data for and assists in preparing post-program review reports, using Qualtrics, Google forms and other survey tools; prepare statistics and reports on program participation, marketing responses, budget, and evaluations; responsible for keeping current program participant and webinar data.
- Reviews, prepares, and submits invoices for payment, resolves billing discrepancies, maintains and develops vendor relationships.
- Coordinates and is responsible for the faculty payment process, including ensuring timely and consistent payments.
- Establishes best practices for processes including: honoraria, registration fees, invoices, etc., in line with OEE deadlines and requirements
- May be asked to update the Corporate Learning website with comprehensive department/program news and information.
- Other duties as assigned.
This position will be based in Boston. Due to the COVID-19 pandemic, you will begin your work remotely. All remote work must be performed in a state in which Harvard is registered to do business
(CA*, CT, MA, MD, ME, NH, NY, RI, and VT). The fully remote nature of this job is only temporary. Once the University and your supervisor determine that it is appropriate, in-person on-campus work will be required as a condition of continued employment. This department actively supports some remote work (within a state in which Harvard is registered to do business) where business and team needs allow.
Individual flexible and remote work options for this role will be discussed during the interview process.
*Note: Harvard employees working in California must be exempt.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in
Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's
Three or more years of related administrative and/or program coordination experience in a professional setting required. Education beyond high school may count toward experience.
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- Work experience with proven project management skills and the ability/flexibility to handle multiple projects simultaneously.
- Experience collaborating across a team and bringing projects to fruition.
- This position requires excellent relationship management skills and a willingness and ability to work with multiple groups within the Office for External Education in a fast-paced, high-energy environment.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, Outlook, Zoom, and the ability to navigate multiple technology systems.
- Flexible schedule necessary - some extended hours and weekends while programs are in session.
- Prior experience in an academic environment is preferred.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
