"Senior Coordinator and Project Specialist"

Senior Coordinator and Project Specialist

Company: Harvard University

Job Location: Cambridge, 02138

Category: Other Administrative Positions

Type: Full-Time

Job Description

Job Summary:

The Senior Coordinator and Project Specialist independently advances, monitors, and supports key Dean's Office initiatives, including mission-driven meetings and events as well as ongoing strategic planning efforts. This position balances detailed project management with high-quality communications in support of the Dean's Office. The Senior Coordinator and Project Specialist produces materials that advance institutional goals, collects and manages data to inform strategic decisions, and ensures effective coordination across concurrent projects.

HGSE is a residential community supporting on-campus students along with faculty and staff. Our commitment to a vibrant campus culture relies on robust connections; we believe in-person work brings enhanced collaboration and innovation, strengthened organizational culture, and a stronger student experience. It also improves our ability to engage in teaming and shared work to advance the HGSE mission. In contributing to our on-campus community, this position requires an on-campus presence of minimum 3-4 days per week to support collective office coverage, with the possibility of additional flexibility during certain times of the year. Evening and weekend work may also be required either in person or remotely.

Job-Specific Responsibilities:

Project Management and Support for Decanal Initiatives

• Strategic Planning Efforts: Provide overarching project management including but not limited to establishing and tracking milestones; preparing regular status reports; communication drafting; action item coordination; data collection (e.g., survey distribution and/or data gathering from HGSE teams and units), and logistical support for listening sessions and committee meetings (rooms, IT, catering, etc.).
• Visiting Committee: Oversee scheduling and preparation for Visiting Committee meetings including data collection, report generation, website development, briefing material generation, and logistical support (rooms, IT, catering, etc.).
• Dean's Impact Fund: Track, review, and make recommendations on funding requests; manage award communications as well as financial tracking and disbursements.
• Project management support for other initiatives as assigned.

Data and Communications

• Reporting and Implementation: Manage the coordination of responses to reporting requests from central administration, including but not limited to University Task Force report implementation and progress reports.
• Data and Materials: Support the design, preparation, and finalization of content for high-priority institutional initiatives (e.g., faculty and staff meetings) in collaboration with Dean's Office leadership; includes data collection/coordination, review, and presentation drafting as needed.
• Communications: Draft and send emails on behalf of the Deans and Chief of Staff via the hgse_dean email account; monitor, triage, and escalate messages as appropriate. As needed, draft and review remarks, memos, and other communications.

Other Duties

• Share responsibility for covering the front office during vacations, illness, etc.
• Manage and support additional initiatives and events as assigned.

This position is a term appointment for one year from the date of hire.

Qualifications

Basic Qualifications:

• Bachelor's degree and minimum 5 years of relevant experience.
• Must be able to work evening and weekend hours as needed.
• To be considered, you must submit a cover letter. Please submit your resume and cover letter as one document when applying for the role.

Preferred Qualifications

• Project management experience and/or training preferred.
• Excellent written and verbal communication, interpersonal, and organizational skills, including time management.
• Strong attention to detail and accuracy in carrying out responsibilities.
• Ability to juggle and execute multiple competing tasks.
• Flexible and responsive to shifting deadlines.
• Highly collaborative; must work well independently and as part of a team.
• Ability to interact professionally with a wide range of internal and external constituents.
• Ability to work with and maintain confidential matters with discretion.

Additional Information

• Appointment End Date: 1 year from date of hire.
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity and Education

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 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.