The programs coordinator is responsible for the administration of the Ukrainian Research Institute's events and programs throughout the calendar year. Portfolio of responsibilities includes administration of conferences, symposia, memorial lectures, weekly seminars, research fellowships and visiting scholars; administration of the Harvard Ukrainian Summer Institute. The programs coordinator participates as an Institute representative on committees and groups concerned with FAS centers' outreach to students. Position will entail occasional evening and weekend work in connection with HURI events. Possible supervision casual student help hired to provide program support. In addition to specified responsibilities, carries out other related tasks as necessary. This position falls under the direct daily supervision of the Institute Executive Director.
Responsibilities: Events: Conferences, Symposia, Seminars, Memorial Lectures, Receptions, other Institute Events Organizes and coordinates all administrative matters related to conferences, seminars, memorial lectures, and other Institute events. Primary tasks and responsibilities include:
working with Institute director and executive director to create calendar of seminars and other lectures; corresponds with invited presenters;
organizing venues for lectures/events;
coordinating arrangements for the IT needs of presenters;
coordinating presenter travel and accommodations;
ensuring that presenters are provided with a necessary related University forms and monitors completion and submission of same;
working with the Institute's communications manager to create and disseminate promotional material about events;
Arranging for event caterers and other related vendors;
working with Institute financial administrator to monitor event and seminar budgets;
organizing and coordinating public events such as the Institute's fall reception, other smaller receptions, and coordinating arrangements for visiting delegations;
Acts as primary contact for all Institute visitors.
HURI Research Fellows, Visiting Research Scholars, and Institute visitors: Carries out tasks and duties connected to all the pre- and post-award administrative aspects of the Institute's research fellowship program and visiting scholars carrying out independent research. Primary duties include:
drafting fellowship application forms;
working with Institute's communications manager to promote the research fellows program;
coordinating and organizing fellowship applications for review by Institute Executive Committee;
corresponding with applicants and awardees;
coordinating travel arrangements and housing search for fellowship awardees;
working with the Harvard International Office to obtain a Harvard sponsored visa;
coordinating research appointments;
orienting research fellows and visiting scholars to Harvard University and the Cambridge area;
acting as the main point of contact for resident research fellows and visiting scholars.
acts as main point of contact for Institute visitors.
Harvard Ukrainian Summer Institute: Acts as summer program administrator. Duties include:
acting as HUSI's main administrative contact person for Harvard administration;
working with Institute staff to ensure that the HUSI application form is available on the Institute website with necessary information;
coordinating incoming HUSI applications for review;
working with Institute executive director and financial administrator regarding available student program aid;
corresponding with applicants and accepted students;
assisting summer school director with administrative aspects of the HUSI program overall including arranging venues and catering for events, coordinating speaker travel and lodging, and ensuring completion of all administrative forms connected to speaker presentations.
This is a two year term position with the option to renew.
All formal offers will be made by FAS HR.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
5+ years of administrative experience; a combination of education and experience may be considered.
Bachelor's Degree is strongly preferred
Coursework/background in Slavic studies helpful. Ukrainian language skills preferred.
Experience with Microsoft Excel and Word preferred
Excellent oral and written communication skills in English. Prior experience at Harvard preferred
Experience with Harvard systems preferred
Experience working well independently at a detailed level preferred
Excellent time management and organizational skills preferred
Ability to work with interruptions, adapt to change, and respond quickly to last minute requests and changes to calendars, schedules and/or travel preferred.
Experience managing deadlines and ability to communicate clearly in writing and verbally preferred
Ability to develop collaborative working relationships inside and outside the Institute and become an integral member of our team as needed 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.
Internal Number: 50043BR
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