Programs and Administrative Coordinator

003128SR


School/Unit Harvard Faculty of Arts and Sciences
Job Function General Administration
Location Cambridge
Job Type Part-time
Salary Grade 055
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

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 Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Programs and Administrative Coordinator reports to the Executive Director and works closely with the Assistant Director of Administration and OI’s Leadership Team. The position coordinates the administrative logistics of core programs and special initiatives, including key convenings and advisory board activities, to advance OI’s mission. It serves as a principal administrative contact and liaison for internal and external stakeholders, managing complex calendars, travel, communications, and event logistics, and providing research compliance support. This position reports to the Executive Director.

Job-Specific Responsibilities:

Programs & Special Projects Coordination

• Coordinates activities (stakeholder coordination, logistics support, project tracking, information management) and timelines for a defined portfolio of special projects and program activities led by the Executive Director and OI’s Leadership Team.
• Serves as a primary administrative contact and liaison for the Education Opportunity Network Initiative and the Education Fellows Program and other key initiatives.
• Maintains the OI Working Papers listserv, including subscriber management, content distribution, and regular list updates.
• Provides coordination, logistics, and documentation for advisory board meetings, including scheduling, materials preparation, note-taking, and follow-up on action items.
• Maintains shared calendars of key program milestones and proactively communicates relevant updates and deadlines to program teams and collaborators.
• Gathers, maintains, and analyzes data on program participation and activities; prepares periodic statistics, updates, summaries, and reports on select program activities and outcomes for internal leadership.

Executive Administrative and Convening Support

• Provides high-level executive support to the Executive Director, including complex calendar management, meeting coordination, preparation of agendas and briefing materials, travel arrangements, and routine and confidential correspondence.
• Supports Executive Director with financial processes related to travel reimbursements, collecting receipts, and maintaining accurate expense records in alignment with University policies and systems.
• Coordinates end-to-end logistics for selected seminars and convenings (e.g., OI Interdisciplinary Lunch Seminar, Education Fellows Convening, and Global Opportunity Network Convening), including venue and room reservations, vendor coordination, participant communication, materials preparation, and on-site or virtual event support.
• Manages travel and lodging arrangements for invited convening speakers and participants.
• Serves as backup for other administrative responsibilities as needed to ensure smooth program operations.

Special Projects and Research Administration Support

• Provides project management support for special initiatives led by the Executive Director and OI’s leadership team, including establishing and maintaining project files, tracking deadlines and follow-up items, and facilitating communication among internal and external contributors.
• Coordinates the preparation, routing, and tracking of Data Use Agreements (DUAs) and IRB protocols for research activities; ensures required documentation is complete, accurate, and submitted in a timely manner, and maintains organized records.
• Monitors research-related training and compliance requirements for team members; keeps current on relevant research compliance policies and guidelines; advises team members on routine compliance questions and follows up on outstanding items.
• Contributes to OI’s goals by performing related duties as required.

Working Conditions:

This is a hybrid position.

Physical Requirements:

Sitting using near vision use for reading and computer use for extended periods of time

Lifting (approximately 20 to 30 pounds), bending, and other physical exertion

Basic Qualifications:

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Five or more years of related experience in a research, academic, or nonprofit setting, with demonstrated responsibility for executive-level administrative support and program and/or project coordination.

Additional Qualifications and Skills:

• Excellent organizational skills with a demonstrated ability to prioritize and manage multiple projects and deadlines in a fast-paced environment with competing demands.
• Strong written and verbal communication skills and excellent interpersonal skills, with the ability to interact effectively with a wide range of internal and external stakeholders.
• Proven ability to work independently with minimal supervision, exercise sound judgment, and anticipate and resolve problems.
• Demonstrated ability to handle complex and confidential information with discretion.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and calendaring/collaboration tools; competency using a variety of administrative and financial systems.
• Experience in project coordination/management, event planning, or compliance administration highly preferred.
• Experience with financial and administrative systems (e.g., Concur, Buy2Pay) is a plus.

• Standard Hours/Schedule: 28 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information:

This is a part-time, two-year term position with possibility of renewal.

All final offers will be made by FAS HR.

is a non-partisan, not-for-profit organization based at Harvard University and directed by Raj Chetty, John Friedman, and Nathaniel Hendren. We conduct scientific research using “big data” on how to improve upward mobility and work collaboratively with local stakeholders to translate these research findings into policy change. We also train the next generation of social scientists and practitioners to improve opportunity for all.

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 . 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 055. Please visit 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 .

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to and . 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 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 . Harvard's and help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

PI285667372