Administrative and Program Manager, Harvard Institute for Learning in Retirement

Job Details

Company Description

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 Description

Job Summary:

The Administrative and Program Manager supports the daily operations, academic administration, and participant services of the Harvard Institute for Learning in Retirement (HILR), a unique community of retired and semi-retired professionals ranging from ~55-100 years of age, who serve as highly engaged peer volunteers, course and committee leaders and members, and participants in HILR.

The role manages core operational functions including participant and course support; public-facing communications; administrative, financial, and facilities management; identity and records management; procurement coordination; donation processing; admissions and committee support; and program and event support. The position ensures continuity of HILR operations and serves as a key administrative partner to the HILR Director of Personal Enrichment Programs and Assistant Dean.

Job-Specific Responsibilities:

Participant & Course Support

• Provide high level of sensitive, diplomatic support for the HILR community.
• Serve as first point of contact for most participant phone, in person, and email inquiries. Manage the main email account and maintain phone line messaging.
• Draft selected communications, develop communication templates, maintain communications archive.
• Provide administrative management and support for course placement and add/drop/waitlist process with the HILR Director/Assistant Dean.
• Coordinate course room requests, prepare course date keys and class location posters.

Administrative, Financial, & Facility Management

• Manage day-to-day administration of HILR.
• Serve as operations and facility manager for HILR’s facility at 34 Concord Avenue to ensure well organized, safe facility operations.
• Liaise with Facilities, IT, and Operations for building functionality.
• Manage vendor invoices, honoraria, Concur reporting, scholarship claim processing, and event contracting.
• Communicate with DCE Registration regarding financial aid/discount processes.
• Track and follow up on outstanding participant payments.
• May include set up and payment processing in UStore, UPay, or similar platforms for programs serving non-HILR participants.
• Track donations in Rufus, coordinate on Alumni Affairs and Development campaign setup, process donor acknowledgements, and update participant records.
• Ensure compliance with relevant Harvard policies and procedures.
• Maintain participant records in MyHILR, including Harvard Sponsored Roles, listserv updates, status changes, and medical-leave monitoring.
• Coordinate library access lists and Salesforce reporting.
• Manage supplies, facility needs, signage, PRESTO tickets, and specialized requests such as piano tunings.
• Recruit, train, schedule, and manage participant volunteers staffing front desk and hospitality.

Admissions & Committee Support

• Serve as staff manager of participant admissions process.
• Function as primary contact between applicants and HILR.
• Manage all TargetX admissions workflows including form lifecycle, applicant processing, interview scheduling, and decision documentation.
• Maintain admissions-related website content and liaise with the TargetX transition team.
• May include support for other participant-led committees as requested by the HILR Director/Assistant Dean.

Director Support & Program Development Support

• Serve as operational delegate during HILR Director/Assistant Dean absence for key functions such as term readiness, admissions milestone tracking, and coordination with internal DCE units.
• Support annual planning cycles, continuity planning, and operational implementation for new policies and procedures.
• Provide data-informed insights and reports to the HILR Director/Assistant Dean related to enrollment, admissions patterns, facilities usage, resource needs, etc.
• Identify and recommend improvements to administrative workflows, admissions processes, and participant services.
• Support selected new program development initiatives including concept research and delivery.
• Other duties as assigned.

Program & Event Support

• Support approximately a dozen annual community event series (in person and Zoom lecture series, musical and dramatic performances, book groups, art exhibitions, community celebrations, and more) including participant-led and HILR team-led events.
• Coordinate room requests, reserve non-HILR event facilities, prepare event fliers, provide planning and implementation support as needed, arrange food, maintain Trumba calendar, and other logistical details.
• Liaise with participants on new program logistics.

Working Conditions:

This position is based on-site at a Harvard campus location for most of the academic year when courses and programs are in session or when other duties require. Some hybrid work options may be available when courses and programs are not in session or when other duties do not require. All hybrid work will be performed in keeping with DCE hybrid policies.

Physical Requirements:

• Sitting and using near vision for reading and computer work for extended periods of time
• Occasional light lifting of supplies and event materials

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent experience
• Minimum 5 years of relevant administrative experience

Additional Qualifications and Skills:

• Experience supporting complex operations and/or volunteer-led environments
• Experiencing managing workflows in enterprise systems
• Experience working in higher education
• Experience working with older adult learners or community-based academic programs
• Strong written and verbal communications
• High degree of professionalism, discretion, and sound judgment
• Ability to manage multiple priorities in a fast-paced environment
• Intellectual curiosity and interest in a wide range of academic fields
• Experience with Harvard systems preferred (Concur, Buy2Pay, TargetX, Salesforce, SharePoint, PRESTO)

Additional Information

• Standard Hours/Schedule: 35 hours per week + Building hours are 8:45am - 5:15pm
• Compensation Range/Rate (including Shift Differential if applicable): $72,776 - $90,000/annual
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal
• Other Information: A cover letter is required for consideration. All formal offers will be made by FAS Human Resources.