Program Coordinator, Executive Education

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 Harvard Business School? Harvard Business School, located on a 40-acre campus in Boston, was founded in 1908 as part of Harvard University. It is among the world's most trusted sources of management education and thought leadership. For more than a century, the School's faculty has combined a passion for teaching with rigorous research conducted alongside practitioners at world-leading organizations to educate leaders who make a difference in the world. Through a dynamic ecosystem of research, learning, and entrepreneurship that includes MBA, Doctoral, Executive Education, and Online programs, as well as numerous initiatives, centers, institutes, and labs, Harvard Business School fosters bold new ideas and collaborative learning networks that shape the future of business. About Us Harvard Business School Executive Education brings together senior executives from the world’s most influential organizations, preparing them to reach the next level for their organizations and for themselves. Working closely with HBS’s world-class faculty, we design and deliver programs for individuals and for organizations, welcoming over 12,000 participants annually from over 130 countries. Programs range from a few days to multiple weeks. Most programs are delivered on the HBS campus, where participants live, learn, and dine together in dedicated Executive Education residences and facilities. Our programming includes in-person, virtual, and blended (combining both in-person and virtual learning) options. The Executive Education department consists of open enrollment, global, and custom program portfolio management; guest services; marketing; corporate sales; program operations; technology services; human resources; enrollment and admissions; and finance. Job Description Job Summary: Does the thought of education intersecting with business intrigue you? Are you interested in exploring how business happens at HBS and playing an active role in the success of our Executive Education programs? We encourage you to explore the Program Coordinator position in our Executive Education department. As a Program Coordinator, you will have the opportunity to strengthen and expand your administrative and customer service skill set, while immersing yourself in a rewarding and engaging professional experience. The Program Coordinator works alongside another Program Coordinator and Program Manager to make up an Executive Education Program Delivery team. The Program Coordinator is responsible for pre-planning through the delivery of Executive Education programs, coordinating all logistics, both on-site and virtual delivery, facilitation of remote sessions, and day-to-day operations for the team's assigned portfolio of programs. Job-Specific Responsibilities: Work closely with faculty to confirm session details, coordinate program material, arrange IT and AV needs, and provide classroom support when programs are in session Be the primary contact for faculty and participants for all pre, during, and post program-related support Work closely with other HBS support departments to include operations, media services, housekeeping, catering, and other constituents to ensure appropriate operational support Coordinate and administer program schedules for domestic and international programs Build and maintain participant websites for each program Coordinate experiential learning exercises and team-building activities Maintain records to document faculty material, participant feedback, schedules, vendors, and evaluations associated with program delivery Coordinate program logistics for on-campus programs, to include meals, housing, and special events, both on campus and at local venues Coordinate and host online sessions to include sharing documents and videos, administering polls, coordinating breakout rooms, monitoring attendance, and facilitating communication with faculty, participants, and the technology team, delivered primarily via Zoom or the HBS Online Classroom Use Salesforce to track and manage participant enrollment and cancellations, and other program-related data Coordinate, process, and track program purchases and other expenses Staff the program office when programs are in session Facilitate online Zoom sessions Coordinate online live sessions, working closely with the HBS Live Online Classroom team Collaborate with other Exec Ed teams, including Program Directors, Enrollment and Admission Services, Finance, Client Services, Resource Allocation Associate Director, Coaching Directors, etc. Support the larger program delivery team in “all hands-on deck” activities, including program assignments and coverage across teams Support other projects, department-wide initiatives, and other responsibilities at the discretion of the program manager and program delivery directors Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents. Responsible for other duties as assigned Working Conditions: First 90 days of employment fully in person, on-campus (hybrid option following) Ability to work extended overtime hours (including some evenings and weekends) is a must based on program needs. This position may also include domestic or international travel depending on program needs. Qualifications Basic Qualifications: High school diploma, GED, or equivalent required. 3+ years of experience in customer service-oriented and/or administrative support role(s) or related experience is required. Education beyond high school may count toward experience. Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must. Additional Qualifications and Skills: This position requires a team player with a willingness and ability to work with multiple groups within Executive Education and across campus in a fast-paced, customer-oriented, high-energy environment. Demonstrated ability to think quickly, manage multiple priorities and generate solutions when unexpected problems arise. Candidates must show strong verbal and written communication skills. Excellent customer service and organizational skills, as well administrative coordination experience. Candidates must be highly motivated, solution driven, take initiative and work well both independently and in a team approach. Must be flexible, energetic, diplomatic and detail oriented Additional Information Standard Hours/Schedule: 40 hours per week, overtime eligible Compensation Range: $66,000 to $69,000 annually commensurate with experience Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity check Other Information: This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of assigned programs when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice. A cover letter is required to be considered for this opportunity. Interviews may be conducted virtually (via Zoom) or in person. Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. 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 053. 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. Work Format: Hybrid Harvard Job Function: General Administration Union: 55 - Hvd Union Cler & Tech Workers Salary Grade: 053 Department: Executive Education FLSA Status: Non-exempt