Program Administrator

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 John A. Paulson School of Engineering and Applied Sciences?

At the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), we work within and beyond the disciplines of engineering and foundational science to address the most pressing issues of our time. Through teaching and collaborative research, SEAS discovers, designs, and creates novel technologies and approaches to societal challenges – in service to the world, the nation, and our community. We collaborate across academic areas at SEAS and the larger university, and with colleagues in academia, industry, government and public service organizations beyond Harvard. By joining SEAS, you will be part of an inclusive community of dedicated problem-solvers who hold themselves – and one another – to the highest academic and professional standards. To learn more about us, please visit https://seas.harvard.edu/.

Job Description

Job Summary:

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks a part-time Program Administrator to support the Power and AI Initiative Industry Affiliate Program (PAI) and other activities. Serves as the lead point of contact for program members, prospective members, program leadership, and stakeholders. Manages all programmatic components of PAI and supports other Industry Affiliate programs as needed. 

Under the direction of the Program Manager for Industry Research and Research Strategy and the PAI program leadership, the Program Administrator will oversee communications, event planning and implementation, and related activities. The ideal candidate will have a background managing program operations and planning and implementing activities involving multiple institutions and stakeholders.

This is a half-time term appointment for one year with the possibility of extension.   

For more information about this program, please visit https://pai.seas.harvard.edu/.

Job-Specific Responsibilities:

Program Activities: 

• Oversee planning, implementation, and support for program events, meetings, and activities ensuring alignment with program requirements and membership agreements. 
• Manage administrative records including but not limited to maintaining partnership agreements, monitor member donations and payment schedules (cash and in-kind), and arrange steps for receiving sponsorship funds in alignment with University policies and procedures. 
• Coordinate the execution of membership agreements/contracts across various parties and stakeholders, including external industry partners and internal collaborators (SEAS Leadership, IAP Faculty Directors, the Harvard Office of the Vice Provost for Research, Office of the General Council, Development Office, Finance, and Research Compliance teams).
• Monitor membership agreement timelines and initiate renewals in coordination with SEAS faculty/leadership, the Harvard Office of the Vice Provost, the Development Office, and Finance team. 
• Develop and monitor program budget, ensuring expenses stay within budget. Process financial transactions. Handle membership invoicing in partnership with SEAS faculty/leadership and Finance team.
• Support faculty directors by scheduling and organizing program activities including member/prospect meetings, advisory board meetings, and annual conferences. 
• Develop and maintain onboarding materials and guidelines for welcoming new industry members to the program. 
• Develop program reports, stewardship materials, brochures, and briefing documents. 
• Build and maintain a list of contacts, prospects, and key stakeholders for the program. 
• Assist with hosting visitors, meetings, seminars, events, and other activities as needed. 
• Remain informed about University policies and procedures and related research topics and industry trends. 

Communication: 

• Update websites, compile research reports and program materials, and handle program outreach. 
• Develop and produce event and meeting materials including signage, brochures, and other materials.
• Collaborate with leadership team and contribute to creative communication materials and strategies. 
• Ensure all communications align with program guidelines, requirements and faculty vision. 
• Remain informed about Harvard’s trademark, gift, and research policies to ensure program materials and communication efforts are compliant. 
• Interact with a variety of critical stakeholders. Represent the program and the University professionally, collaboratively, and respectfully. 

Working Conditions:

The work is performed primarily in an office/academic environment on the Harvard Allston Campus or other Harvard-designated location. Work is typically performed during standard business hours on Harvard’s campuses. This position may require occasional evening hours, occasional weekends, and some travel. Work schedule options may be discussed during the interview process.

Physical Requirements:

• Ability to stand and walk for extended periods during program meetings/activities and event planning, setup, execution, and breakdown.
• Must be able to lift and carry items for meetings/events.
• Ability to travel and navigate Harvard’s campuses and large venues.

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent experience
• Minimum 5 years of related experience in program administration, project management or event management

Additional Qualifications and Skills:

• Strong analytical, time management and organizational skills; tolerance for and ability to manage several demanding projects simultaneously.
• Excellent writing, verbal communication, and interpersonal communication skills.
• Keen attention to detail, and the ability to work efficiently and effectively with a team and independently in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Excel, PowerPoint, etc), Google Workspace, project management tools, design platforms, and CRM systems.
• Experience with virtual meeting and collaboration platforms (Zoom, Microsoft Teams).
• Strong enthusiasm for the mission of the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) and SEAS Industry Affiliate Programs

Additional Information

• Standard Hours/Schedule: 17.5 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity and Education
• Other Information:
  • This is a half-time term position for one year from the date of hire with the possibility of extension.  
  • Applicants should submit a cover letter and resume to be considered for this position.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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.