Reporting to the Associate Director of Program Operations at HMS Postgraduate Medical Education (PGME), the Program Operations Coordinator works across the team to support the planning and execution of PGME programs. This Coordinator serves as the liaison for efficient information sharing with other PGME teams. The Coordinator will also organize and deliver a select group of PGME events.
Serves as liaison for efficient information sharing across PGME teams, working with various groups and departments.
Manages Program Operations team email account and serves as the liaison between PGME and its contractors in the US and abroad. Assists with administrative duties, including report creation.
Organizes and delivers a select group of PGME events primarily located in Boston/on the HMS campus.
Makes travel arrangements for faculty and staff; assists with visa processing. Schedules meetings and books conference rooms as needed.
Maintains inventory of all event materials in Boston and abroad. Produces event collateral and coordinates production of certificates and awards for timely distribution and delivery.
Coordinates event planning and briefings across various working groups. Administers events set-up and breakdown. Manages workshop registrations, oversee the progress of the events, troubleshoots issues and serves as the primary point for all inquiries from students and faculty. Coordinates special events, including receptions, gala dinners and certificate award ceremonies.
Works with contractors and service providers ensures adequate support during events and coordinates other technical aspects, including video recordings, simultaneous translation, and WebEx sessions. Troubleshoots and resolves A/V Issues.
Manages team financial operations, including departmental credit card reconciliation. Processes invoices and troubleshoots any payment issues. Records and updates operational information and provides regular financial reports and summaries. Provides data related to operational metrics.
Manages all global and local shipping logistics. Creates shipping schedule, monitors shipping and receiving for timely service.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
A minimum of 3 years of experience in events, logistics or related fields. Availability for overtime (early morning and evening hours in Boston and abroad). Must be able to lift and carry up to 20-22 lbs. Occasional travel.
Bachelor's degree preferred. Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Experience with Salesforce a plus. The position requires a team player with a willingness and ability to work with multiple groups within HMS PGME. Proactive customer service and strong communication skills. Ability to prioritize and manage multiple tasks with attention to detail, organizational and effective time management, and ability to work independently as well as a part of a team. Composure, integrity, and trust, collaborative attitude.
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.
Internal Number: 48437BR
About Harvard University Medical School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.