The Senior Program Coordinator has primary responsibility for program delivery for a portfolio of programs, serving as secondary contact and liaison for faculty regarding items such as materials, their program schedule, and any operational details, as well as principal contact for program participants.The position requires significant interaction with an international audience of business people on Harvard's campus, and has responsibility for conveying the Harvard brand by providing the highest level of customer service to program attendees through keen attention to detail.
Contributes to the requesting, obtaining, and delivering of program teaching materials for a portfolio of programs, including cases, articles, textbooks, agendas, and slide decks. Sets and adheres to appropriate deadlines
Writes clear and concise communication and answers instructor questions regarding delivery
Orders cases, articles, and textbooks to meet distribution deadlines
Relays unique program requirements to delivery team, ensuring all requests are met to the instructor's satisfaction
Works with publishers, Harvard Business Press, and Copyright Clearance Center to ensure appropriate usage of materials and contract terms are met
Compiles participant pre-program assessment results (i.e. MBTI, EI) and coordinates with instructors to deliver results
Manages program-specific websites, uploading program materials, and instructions
Participates in review and revision of internal procedures and external documents and communication
Communication and Building Relationships with Participants:
Sets communication templates for pre-program delivery of materials and announcements.
Writes template responses for frontline staff regarding programs. Instructs other team members/enrollment staff on specifics of changes to programs.
Sets and strictly follows communication schedule to direct participants to program- specific websites, monitoring questions and troubleshooting as necessary
Pre-program: responds to participant questions and concerns, facilitates registration, and works with DCE Finance department to ensure smooth financial transactions; processes transfers and cancellations.
Both pre-program and during session: develops positive relationships with participants by acting professionally, friendly, respectful, compassionate, and helpful.
Checks-in participants and ensures seamless experience throughout session, monitoring flow of participants through space with regard to breaks and meals and special instructor requests, catering, AV, HVAC, materials, etc.
Ensures that needed supplies and equipment are available, room configurations are appropriate
Troubleshoots onsite issues and emergencies as they arise
Oversees registration process, policies, and form creation for portfolio of programs.
Must be willing to work a flexible schedule between the hours of 7am-7pm, Monday-Friday.
The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 16,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 10,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering 80 short noncredit courses to almost 4,000 learners annually.
All formal offers will be made by FAS Human Resources.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
A minimum of 5 years of experience in program management, event planning/management, or customer service
Education beyond high school plus experience in program management, event planning/management, or customer service will count toward years of experience.
This role requires independent thought and action, and the production of high quality work. The Senior Coordinator role is critical throughout the program delivery process and is key in providing an outstanding Harvard experience to PDP participants. This position has responsibility for conveying the Harvard Division of Continuing Education brand by providing excellent customer service to program attendees from all over the world, by engaging with faculty in a highly professional matter, and through keen attention to detail, from the early stages of program planning through the end of the program
Proven ability to work in a collaborative, cross-functional, fast-paced, deadline-driven environment with a diverse set of stakeholders and a demanding global clientele
Superior attention to detail
Ability to work under pressure
Excellent customer service skills
Solid oral and written communication skills
Flexibility and ability to occasionally work long hours during the run-up to programs and program execution
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 51145BR
About Harvard University Division of Continuing Education
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.