Harvard Job Opening: Program Coordinator

We are seeking a full-time Program Coordinator (PC) to lead and execute our current and future programmatic and training initiatives. The PC is a valued, principle member of the entire HCPDS team, and interfaces significantly with colleagues, faculty and student affiliates, and outside stakeholders. Besides being professional, highly organized, and diligent, we seek candidates who approach their work with positivity and enthusiasm. In this role, the successful candidate is responsible for providing a broad range of complex program management outlined below.

This is a full-time term appointment starting summer 2023 (preferably July 1) through June 30, 2025 with strong likelihood of renewal.

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite 2-4 days/week in Cambridge, MA. Specific days and schedule will be determined between you and your manager. Candidates are asked to visit the HCPDS website for more information on our mission and work: https://hsph.harvard.edu/population-development/

Duties and responsibilities include, but are not limited to, the following:

The Program Coordinator plans and implements activities related to the HCPDS’s focal areas plus Center-wide seminars/events. This includes the following:

  • The PC leads the planning process and subsequent implementation of 25 – 30 hybrid seminars annually, including the weekly Social Demography Seminar and the bimonthly Population Research Exchange. Specific duties include: leading the annual planning meeting with the core faculty committee; conducting research and deciding on possible speakers, then issuing invitations; determining the calendar; arranging speaker travel; ordering catering; soliciting program materials; negotiating hotel contracts; arranging ancillary meetings; managing the seminar on-site (including Zoom component) and serving as host/facilitator; conducting follow-up activities (e.g. requesting honoraria); capturing program/attendance data and writing year-end summaries on seminar activities. The PC creates and manages the SDS budget, plus controls and reconciles expenses.
  • Working closely with the HCPDS Deputy Director, the PC manages activities around the recruitment and organization of our postdoctoral training programs: David E. Bell Fellowship and the Mortimer Spiegelman Fellowship on Demographic Studies. This includes circulating “calls for applications”; updating the recruitment language on the HCPDS website; updating the entire online system and application process in the Qualtrics system; troubleshooting questions from applicants; organizing incoming applications and managing the faculty review process; contacting finalists and arranging interviews. For the current cohorts, the PM schedules and attends monthly fellows’ meetings as well as arranges all extraneous activities (e.g. special workshops).
  • The PC leads the planning process and execution of 1 to 3 exploratory workshops per year. This includes working closely with the faculty convener on the agenda and logistical details; issuing invitations to attendees; arranging travel for 6-12 participants per workshop; ordering catering; soliciting program materials; negotiating hotel contracts, arranging ancillary meetings, managing on-site, and conducting follow-up activities (e.g. requesting honoraria). The PM creates and manages the workshop budget plus controls and reconciles expenses.
  • The PC leads activities related to the HCPDS’s research initiatives which in the past has meant managing the development of a faculty led, co-edited book; conducting background research; and drafting progress and final reports for sponsors/donors.
  • The PC will oversee (serve as Team Lead) the work of one faculty assistant (FA), providing guidance, and offering input on performance. The FA will provide administrative support on seminars and events.
  • The PC will co-lead the Pop Center “Refresh Committee” that serves to review employee feedback about workplace improvements and research feasibility of top priorities to inform recommendations for Center leadership.
  • As time allows, the PC will have the opportunity to take on special projects such as participating in grant preparation and researching new systems/software platforms.
  • Educational level: Bachelor’s degree preferred. 3+ years of administrative experience in an office setting, preferably in academia.

See official job posting for full job description, all required/preferred qualifications required, and application process: https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25240&siteid=5341#jobDetails=1992107_5341

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Questions should be directed to Laura Price, HCPDS Deputy Director, at lprice@hsph.harvard.edu