Faculty Assistant and Program Coordinator

Position Summary

The Faculty Assistant & Program Coordinator will play a central role in supporting Professor Ganz and the Practicing Democracy Project, providing high-level administrative, logistical, and relational support. This is a dynamic and people-centered role that enables the smooth functioning of a fast-paced, collaborative, and impact-driven body of work.

The ideal candidate is proactive, highly organized, detail-oriented, and relationally skilled. They have the ability to manage complex scheduling, ensure follow-through across multiple streams of work, and steward relationships with care and joy. They are curious about our work, committed to learning, and invested in their own growth and development.

Key Responsibilities

1. Course Support & Team Coordination

• Provide operational support to Professor Ganz and a dynamic team of 6-12 teaching fellows, ensuring seamless delivery of courses in a fast-paced, highly collaborative environment.
• Manage day-to-day course needs, including editing and printing materials, updating course websites, scheduling office hours, obtaining copyright permissions, and entering grades.
• Coordinate course technology needs, ensuring the teaching team has reliable tools and technical support.
• Contribute to a strong and supportive team culture by reliably fulfilling individual responsibilities, proactively assisting colleagues when needed, and contributing to the effective functioning of the broader teaching and programmatic work.

2. Scheduling & Follow-Up

• Manage Professor Ganz's complex calendar across teaching, PDP work, coaching, and research.
• Schedule meetings with students, colleagues, team members, and external partners, ensuring all relevant background materials are shared in advance.
• Maintain clear communication with the PDP team regarding Professor Ganz's availability, priorities, and upcoming commitments to support effective planning and coordination.
• Debrief with Professor Ganz after meetings to clarify next steps and follow-up actions.
• Execute timely and reliable follow-up after meetings, including sharing materials, scheduling subsequent meetings, tracking action items, and making introductions as needed.

3. Communications & Relational Stewardship

• Manage incoming emails with responsiveness and efficiency.
• Draft, respond to, and organize correspondence on behalf of Professor Ganz with students, colleagues, team members, and external partners.
• Support clear, consistent communication between Professor Ganz, the PDP team, and collaborators, including LCN staff and broader network members.
• Track key relational connections and ensure timely follow-up on conversations, meetings, and requests.

4. Task Management

• Collaborate with Professor Ganz and the PDP team to track ongoing tasks, priorities, and project deadlines.
• Maintain and manage Professor Ganz's to-do lists, including capturing, clarifying, and translating action items from meetings, conversations, and written communications into clear next steps.
• Stay closely attuned to shifting priorities and proactively identify potential bottlenecks before they arise.

5. Travel Coordination & Expense Reimbursement

• Arrange travel logistics, including transportation, lodging, and itineraries.
• Coordinate with partner organizations and host institutions when travel is sponsored or externally arranged.
• Process and track travel-related expense reimbursements in accordance with applicable policies and procedures.

6. Database & Website Management

• Maintain PDP's contact database, including collecting and entering attendee lists from events, trainings, and Professor Ganz's meetings.
• Collaborate with the CPL team and HKS Salesforce team to regularly update the database.
• Update Professor Ganz's and the PDP's website with recent news, articles, interviews, and announcements.

Qualifications

Basic Qualifications:

2 years' experience in an office environment, including demonstrated office administration and customer service skills. Internships will count toward experience.

Additional Qualifications and Skills:

• Nonprofit, business, or public sector training or experience preferred.
• Proficiency in email/calendar management tools (Microsoft Outlook and/or Google Workspace) and willingness to learn database systems like Salesforce.
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks.
• Excellent interpersonal and communication skills.
• High level of discretion and professionalism in managing sensitive communications and relationships.
• Familiarity or interest in civic engagement, public leadership, or social movements a plus.
• Comfort working independently and as part of a collaborative team.
• Bachelor's degree preferred.