Program Coordinator job – Harvard University – Cambridge, MA

As a member of a fast-paced, customer service oriented team, the Program Coordinator is responsible for administrative coordination of an annual portfolio of professional education programs, products, and services supporting all phases from design through development and delivery both on-site and online. In a team-leader role, the Program Coordinator is responsible for delivering exceptional customer service to faculty and program participants in close collaboration with PPE Portfolio Directors. Conducts planning and execution of program activities, using a production checklist and timeline, as well as a project-management document each program, and adheres to programmatic deadlines. The Program Coordinator reports to the Assistant Director of Program Operations.

Communicates regularly with key program stakeholders including Assistant Director of Program Operations, Portfolio Directors, Educational Chairs, program faculty and facilitators, other program team members, and Admissions and Finance teams, managing the flow of information and materials to effectively deliver high-quality programs. Responsible for development and dissemination of program schedules, material production schedules, mailings, and participant communication in accordance with established program timelines and best practices.

Organizes all program material production, including program websites, readings and assignments, digital and printed program materials, signage, evaluations, etc. Arranges and coordinates all program logistics in close collaboration with on- and off-campus partners (Operations, IT, Catering, etc.), including program space and special-event venues, media and IT services, catering, transportation, school visits, tours, and other program-related activities. Prepares for and participates in team meetings, all-staff meetings, and any program-specific or organizational meetings as needed.

Regularly collaborates with colleagues on program-related projects and executes other duties in support of PPE’s work. Serving as an ambassador of PPE, coordinates and oversees program delivery activities from registration to closing; actively manages classroom and other program spaces, delivers program-related webinars, and provides customer-service support to faculty and participants on-site and online. Delegates work to Program Assistant and student interns, offering guidance as necessary and ensuring satisfactory completion of assigned tasks. Contributes to and works within program budgets; processes all program-related invoices, faculty honoraria and reimbursements in a timely way; monitors and reconciles expenses and reviews contracts as necessary.

Basic Qualifications

College degree or 3+ years program, project-management, event or conference management experience in a professional setting required. Customer-service orientation and experience. Strong written communication skills. Experience working within a budget. Please reference your ability to meet these job requirements in your resume; cover letter is required. Must be able to work overtime hours in the mornings, evenings and on weekends as required for program delivery, predominately during the summer. Due to our rigorous program schedule, we are generally not able to approve planned time off during our busy operational period from May to mid-August
Must have the physical ability to lift and move materials and furniture, up to 20 lbs.

Additional Qualifications

Well-developed interpersonal, leadership and teamwork skills. Capacity to effectively work in a deadline-oriented environment while managing multiple concurrent priorities, working both independently and as a team member. Willingness and interest to contribute to organizational learning and a commitment to enthusiastically support the overall activity of the unit. Familiarity with Harvard and/or the education sector preferred. Comfort with public speaking, specifically in addressing groups of program participants. Ability to work in an open office environment. Fluency in a second language is a plus.

Additional Information

Please attach resume and cover letter as one document.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

About the Harvard Graduate School of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit:

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EEO 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 or any other characteristic protected by law.

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