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 Harvard Medical School?
Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.
You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.
Job Description
The Center Programming Manager serves as the principal contact and administrative organizer for all programming and non-degree educational programs in the Center for Bioethics and supports the Responsible Conduct of Research program. It includes a broader strategy for collecting and maintaining data to produce reports on program participation, marketing responses, and program evaluations. Reporting to the Associate Director of Finance and Operations, this role will coordinate across Center staff and faculty to ensure clear program objectives, effective program design aligned to objectives, smooth operations and implementation, clear communication, and alignment of key stakeholders on appropriate educational aims, program development and organization, and operational details. This position requires hands-on implementation, follow-through, and proactive communication.
Non-Degree Certificate Programs
- Has direct administrative responsibility for the non-degree certificate programs working closely with the individual program directors. Coordinates visiting lecturers (including planning travel, completing agreements, releases and permissions in accordance with HMS policies, coordinating and processing travel reimbursements and permissions/itineraries), creating and updating Canvas sites, and maintaining communication with program faculty and participants.
- Manages the recruiting, admission and participant onboarding process with high degree of independence in conjunction with the faculty leads, including marketing to appropriate audiences, both nationally and internationally and organizes applications for the selection committees.
- Collects and analyzes data for reports.
- Collaborates with other members of the Center staff to review and update non-degree certificate program processes, particularly around admissions, acceptance, and payment communication and timelines.
- Plans and executes program events.
Programming - In collaboration with program faculty leads, coordinates the execution of the Center's public and private, in-person and virtual offerings
- Organizes the registration processes. Oversees planning and execution of all aspects of Center-sponsored programming, including, as applicable, hotels, caterers, photographer and other vendors. Prepares menus and activities for participants, oversees AV, and video recording.
- Primary contact for invited guest speakers, including arranging speaker invitations, agreements, accommodations, transportation, reimbursements, and honoraria.
- Prepares and maintains financial records and ensures compliance with University policy and procedures. Advises staff and faculty on policies and regulations. Prepares expense financial reports to monitor against budgets in collaboration with Associate Director for Finance and Operations.
- Gathers and maintains data on attendance, audience trends, marketing responses, and program feedback to inform strategic planning.
- Maintains inventory of promotional items aligned to Center-sponsored education/programming strategy and purpose.
Responsible Conduct of Research program is a required program for all grant funded postdoctoral trainees working in quad-based faculty laboratories. This is compulsory training to meet NIH requirements.
- Primary contact for the Responsible Conduct Research Program, and as program liaison with the Office for Postdoctoral Fellows. Advises Director on scheduling, policies, and process improvement.
- Primary contact for postdoctoral fellows and advises on University policy, procedures and program requirements. Prepares and maintains records of the participation of fellows in this required program for grant funded postdocs, develop and maintain database of participation records.
- Prepares statistics and reports on program participation, evaluates data and prepares appropriate documentation.
Assist in efforts to support the overall success of the Center. Other duties as assigned.
Physical Requirements:
- Must be able to lift 15 lbs.
As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.
Qualifications
Basic Qualifications:
- 5+ years of related experience required. Higher education may count toward experience.
Additional Qualifications and Skills:
- College degree preferred.
- A successful Center Programming Manager will be highly organized, mission and objective focused, detail-oriented, proactive, able to work independently with minimal supervision, strong in communication, problem-solving, and gaining consensus, and capable of prioritizing and multitasking while remaining calm under pressure.
- This role requires hands-on implementation, follow-through, task completion, and big-picture organizing as well as strategic communication.
- Understanding of Internal and Harvard-wide policies and best practices is key.
- The incumbent is expected to stay current with trends and best practices in virtual and in-person programming, as well as pertinent University and HMS policy.
- Provides appropriate advice and explore and use new technologies to improve process.
- Excellent organizational skills, detail oriented, experience with travel arrangements, reimbursements and registration software.
- Proficiency in Microsoft Excel, Word, and Outlook software with technological adeptness for other platforms.
- Proficiency with the follow software or comparable applications desirable: Zoom, Constant Contact, vendor set-up, and website management software.
- Interpersonal and communication skills are essential, as is being a collaborative team player who supports the Center's overall success.
Additional Information
- Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
- Pre-Employment Screening: Identity
- Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.
Work Format Details
This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Salary Grade and Ranges
This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.