The Coordinator will be responsible for the administration of programs and student-oriented services, serve as the principal administrative contact for Scholars in Medicine faculty committees, and manage general administration in the Office of Scholarly Engagement at HMS. The Coordinator will work closely with supervisor, other OSE staff, and four OSE faculty leaders.
-- Provide administrative support for the scholarly project requirement, including answering general student inquiries, sorting incoming email messages, maintaining online information using HTML and Confluence markup, creating surveys and compiling evaluative data using Qualtrics, tracking student projects and applications, and scheduling meetings. -- Provide support for the Faculty Committee/SIM Fellows, Faculty Advisory Committees, and SIM Executive Committee, and Student Advisory Committee, including preparing resource material to aid student advising, preparing meeting agendas and reports, compiling faculty biographies, and tracking member terms. -- Manage the SIM500 scholarly project independent study course (student enrollment, verifications, schedules, tracking, faculty approvals, correspondence with the Registrar's Office). -- Provide support for the Honors in a Special Field Program, including answering general student inquiries, sorting incoming email, scheduling honors' exams, preparing information material, creating surveys, compiling evaluative data, and evaluating program processes to identify more efficient strategies. -- Manage the Community Service Program by providing staff support to the chair of the community service committee, supporting faculty initiatives, creating a robust online presence, managing faculty review of student proposals, and processing stipend funding. -- Assist the foreign student exchange clerkship program (review applications for completeness, respond to foreign student questions, draft visa letters, liaise with the Registrar's office who assigns clerkships, organize events for HMS and foreign students, assist foreign students with vendor set-up, create invoices, and process stipend payments). -- Manage student requests for conference funding (advertise to students, track student requests, collect documentation, determine eligible expenses, request student funding). -- Maintain and update OSE websites and online resources in accordance with University requirements. Manage and update an online database of current opportunities for students and past project reports. -- Carry out faculty-directed research and surveys, generate reports, analyze data. -- Provide administrative support for the Office of Scholarly Engagement, including ordering office supplies, catering, and event materials; reserving rooms for events and meetings; drafting agendas and taking notes; reserving parking; tracking expenses and reconciling the office budget; serving as a point of contact for facilities issues, and archiving physical and electronic documents in accordance with University requirements. -- Compose and disseminate a weekly newsletter to HMS/HSDM students. -- Provide quality customer service over email, phone, and in person to faculty, students, staff, and visitors. -- Work effectively within a culture inclusive of individuals with diverse backgrounds, styles, abilities, and motivations, and appreciate and leverage the capabilities, insights, and ideas of all individuals.
Three or more years of related experience. Education beyond high school may count towards experience.
Bachelor's degree strongly preferred, or an equivalent of education plus relevant administrative experience. Familiarity with Microsoft Office Suite required. Excellent interpersonal and communication skills required. Experience with project and data management strongly preferred. Familiarity with educational platforms such as Canvas a plus. Ability to prioritize work in an environment with multiple and conflicting interests. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion.
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: 53374BR
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.