Academic Program Coordinator

Location: Cambridge, MA 02138 – 100% Onsite Duration: 06 Months Description: Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software. Position Description: The Belfer Center is seeking a candidate for a one-year appointment for a Faculty Assistant and Coordinator position. The position will provide support to Professor Graham Allison in his research, teaching, and related academic and professional activities. Working closely with Professor Allison and members of his team, the coordinator will provide administrative, editorial, event-planning, financial, communications, and course-support assistance. Responsibilities will include managing correspondence; drafting and editing written products; coordinating working groups, events, and guest visits; supporting course administration; processing reimbursements and other financial transactions; and assisting with travel and related logistics. Basic Qualifications 2 years of relevant work experience in an administrative role, project management or academic setting required. Internships will count toward experience. Additional Qualifications & Skills Bachelor’s degree in political science, international affairs, public policy, or history preferred. Proficiency in Microsoft Office Suite, Proficient in Microsoft Office Suite, SharePoint, and Adobe with a willingness to learn new technologies. Salesforce is a plus. Familiarity with reimbursements and financial management preferred. Able to prioritize work under deadlines, to be flexible and agile in high-pressure situations. Excellent communications skills; Dedicated team player that shows initiative. Demonstrated ability to coordinate and complete complex tasks/events with minimal supervision. Excellent interpersonal, project management, and organizational skills. Demonstrated ability to take initiative and creatively problem-solve. Duties & Responsibilities: Transcribes and drafts verbal dictation audio recordings and edits documents to support Graham Allison’s written products, memorandums, op-eds, etc. Helps coordinate Professor Allison’s faculty working groups, assisting through the entire process of inviting guest speakers, organizing travel logistics and event preparation consisting of room bookings, catering, and tracking RSVPs. Works closely with Graham Allison’s Research Assistants to coordinate working groups and liaise with guests. Performs administrative Faculty Assistant duties for the HKS fall course taught by Professors Graham Allison, Derek Reveron (Naval War College), and David Sanger (New York Times). This includes updating the Canvas page with course materials; getting copyright clearance for course readings via Library Reserves; coordinating with Course Assistants and Teaching Fellows on assignments; responding to student requests; scheduling office hours; drafting presentations; compiling course materials; and coordinating visits of high-level officials from the Department of Defense, Department of State, and the NSC. Acts as Faculty Assistant to David Sanger: coordinating travel and accommodation, processing expense reimbursements, processing hotel invoice payments via Buy2Pay, updating faculty website profile, fielding interview requests via email, etc. Manages administrative work for Fellows and Senior Fellows associated with the Project. This includes: Drafting nomination/renewal paperwork; Coordinating with fellows and their assistants to arrange visits to Cambridge including booking travel logistics; Coordinating Fellows’ Visa application processes with HIO; Processing expense reimbursements, payments, and/or honoraria for Fellows’ visits. Manages administrative work for hiring part-time student RAs, LHT employees, and related part-time Project-affiliated employees as needed. Manages Graham Allison’s faculty website profile(s); Updates Belfer Center and HKS websites with recent publications, interviews, and other media appearances; Composes and sends Graham Allison’s e-blast newsletters on Salesforce. Works closely with Belfer Center Comms as needed. Processes reimbursements, honoraria, and other financial transactions for Graham Allison and the Project; works closely with the Belfer finance office as needed. Processes Graham Allison’s project purchases and monthly corporate card/purchasing card financial reconciliation via Concur. Processes Buy2Pay payments, reimbursements, and invoice reconciliation for hotel invoices, guest speaker honoraria/payment, and other Supplier invoices. Works closely with the Belfer finance office as needed. Prepares meeting documentation; Maintains contact databases; Maintains office inventory; Maintains both electronic and analog filing systems. Acts as backup to Prof. Allison’s Executive Assistant. Other duties may be assigned that entail special project work. #J-18808-Ljbffr