Coordinator I (Program Coordinator)

08-Mar-2024

Harvard T.H. Chan School of Public Health

65146BR

Job Summary

The Program Coordinator will play a pivotal role in providing comprehensive programmatic, administrative, and financial support to both the Epi Department administrative team and junior faculty members. The primary focus of this role will be on facilitating the development, coordination, and execution of the clinical research training program partnership between the Harvard Chan School of Public Health and the Second Affiliated Hospital Zhejiang University School of Medicine. The Program Coordinator will also manage the event planning for the annual (currently virtual but may become in-person in the future) Harvard-SAHZU joint forum.

Position Description

The Program Coordinator will provide administrative, operational, and financial support to portfolio of junior faculty and department’s administration team. This role will be responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications. This position will require multi-tasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines.

Duties and responsibilities include, but are not limited to, the following:

Clinical Research Training Program and Joint Forum Events

• Manage the clinical research training program events (minimum of three sessions per year) and the annual Harvard-SAHZU joint forum event
• Collaborate with stakeholders to define project timelines, work plans, deliverables, and milestones, ensuring alignment with program objectives
• Schedule and organize planning meetings, distribute agendas/meeting notes, take meeting minutes
• Manage all administrative components of the events, including coordinating event logistics (reserve space, place catering orders, request AV/IT and operations support, coordinate visitor passes, etc.), coordinating travel/visas, ordering supplies, creating participant databases, and maintaining documentation/records. Identify and address any potential challenges to ensure smooth execution of the events
• Serve as the primary point of contact for faculty, speakers, and participants. Liaise between co-organizing institutions, address inquiries related to events, and provide information and assistance as needed
• Gather information and create event-related communication materials, including welcome packets for the courses (encompassing essential materials such as syllabi, instructor bios, staff information, Wi-Fi instructions, Boston guides, etc.), formal speaker invitation letters, and event flyers
• Setup and maintain training program website with course materials and information
• Assist with financial management tasks, including budget tracking, expense reporting and reconciliation, reimbursements and honorarium processing
• Responsible for on-site day-of support of the events, including preparation of all necessary supplies and materials (such as speaker PowerPoint presentations, welcome packets, registration table, etc.)
• Other related duties as assigned

Junior Faculty Support

• Provide administrative, operational, and financial support for a portfolio of junior faculty members
• Manage calendars and provide scheduling support
• Prepare and process corporate card expense reports, reimbursements, invoices, and other payment requests
• Draft and edit correspondences and documents, such as letters of recommendations
• Coordinate purchasing, ordering, and maintaining of supplies/equipment
• Coordinate travel arrangements
• Coordinate meetings and events, including scheduling programs, reserving space, placing catering orders, requesting AV/IT support, creating flyers
• Assist with communications, including updating websites and social media channels, managing listservs, creating and distributing announcements
• Assist with regulatory compliance tasks, such as IRBs (Institutional Review Board) and DUA (Data User Agreement) submissions, renewals, and amendments
• Provide publication support, including proofreading manuscripts, entering references, and submitting papers to publications
• May assist with maintaining CVs, Biosketches, and PMCID number
• May support departmental projects as needed
• Other related duties as assigned

PLEASE NOTE: This position has a term appointment of 2 years from date of hire with the possibility of extension. This role may require occassional evening work for onsite event work.

Basic Qualifications

• 4+ years of related work experience required; a combination of education and work experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor’s degree
• Professional experience with planning and executing events
• Experience and comfortability working with Microsoft Office system and Adobe
• Experience with coordinating complex administrative tasks with tact and discretion
• Highly organized with strong attention to detail and accuracy
• Excellent written and verbal communication skills, including skills with cross-cultural communication
• Experience working effectively both independently and collaboratively
• Experience handling multiple responsibilities in a fast-paced environment, consistently meeting deadlines

The following cultural competencies are also preferred:

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

About Us

The Department of Epidemiology, at the Harvard T.H. Chan School of Public Health, studies the frequency, distribution, and determinants of disease in humans, a fundamental science of public health. In addition to pursuing ground-breaking global research initiatives, we educate and prepare future medical leaders and practitioners as part of our mission to ignite positive changes in the quality of health across the world.

Benefits

We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA – MA – Boston

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values , our Principles of Citizenship , and our diversity, inclusion, and belonging initiatives.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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