As a member of a fast-paced, innovation oriented and growing team, this position will work closely with the Assistant Director and Program Managers to coordinate programs, provide administrative support for the Executive Education team, and communicate regularly with key program stakeholders, including faculty, clients and members across HMS, to ensure all aspects of the executive experience are met. The Coordinator is expected to work independently with minimal supervision in a work environment of multiple and competing priorities and is expected to anticipate and resolve problems and update supervisor on the status of projects. May oversee work of support staff, students, casuals and temps
Plans, organizes, and executes all logistics related to events managed by HMS Executive Education, including: Negotiating with hotels, caterers and vendors, making recommendations for food and activities for participants; assigns and coordinates classroom, AV and other facilities on behalf of program; supporting program delivery and working with clients ahead of and on program days
Responsible for program supply inventory upkeep and procurement
Gathers and maintains data for and assists in preparing post-program review reports, using Qualtrics, Google forms and other survey tools; prepare statistics and reports on program participation, marketing responses, budget, and evaluations; responsible for keeping current program participant and webinar data
Works closely with the Associate Dean to identify and confirm faculty for programs, special events, and the monthly webinar series; in some cases, draft preliminary session or webinar descriptions for faculty review
Expected to effectively speak about and assist in selling open enrollment offerings to prospective learners, by answering calls to the department line and via prospective sales outreach
Reviews, prepares, and submits invoices for payment, resolves billing discrepancies, maintains and develops vendor relationships.
Coordinates and is responsible for the faculty payment process, including ensuring timely and consistent payments;
Establishes best practices for processes including: honoraria, registration fees, invoices, etc., in line with OEE deadlines and requirements
Provides administrative support to the Associate Dean, Executive Education, including scheduling, travel arrangements, reimbursements, and related tasks
Maintains Executive Education website with comprehensive department/program news and information
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: 054
Union: 55 - Hvd Union Cler & Tech Workers
Minimum 3 years of related experience in admissions, student services, or customer service. Education beyond high school may count toward experience.
Bachelor's degree preferred. Ability to work independently with minimal supervision. Excellent organizational, interpersonal, communication skills and detail orientation. Proficiency using a variety of software applications including Microsoft Office suite applications. Familiarity with Salesforce, Cvent and social media platforms a plus. Demonstrated ability to prioritize workload, multitask and take initiative in a deadline driven, fast-paced environment.
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: 51849BR
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.