Programming 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 Harvard Medical School? Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well‑being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership. You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world‑renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine. About the Center for Bioethics The HMS Center for Bioethics brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand‑in‑hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship. The Center is a fast‑paced and entrepreneurial environment. Job Description The Programming Administrator serves as the principal contact and administrative organizer for all events and educational programs in the Center for Bioethics, including but not limited to conferences, symposia, webinars, weekly consortia, fellowship and master’s program events, graduation activities, and other Center‑wide gatherings. This hybrid strategic and hands‑on role both leads and executes all aspects of event and program management, from high‑level planning and oversight of event coordination to independently carrying out day‑to‑day logistical and operational details. The role is essential in creating a welcoming and inclusive sense of community, fostering academic exchange through Center events and talks among Harvard and Affiliated Hospital faculty networks and the bioethics community. The position contributes to community‑building by planning and coordinating internal events, all‑team strategy sessions, and workshops, and by leveraging opportunities to build relationships and share information about the Center’s activities. The Programming Administrator interprets and implements relevant Harvard policies, including those related to disability access, travel, purchasing, branding, and virtual event standards. The role is hands‑on and is responsible for organizing all events in the Center for Bioethics. It also includes a broader strategy for collecting and maintaining data to produce reports on program participation, marketing responses, and course/event evaluations. The incumbent is expected to stay current with trends in virtual and in‑person events, provide appropriate advice, and explore and utilize new technologies to improve processes. While this role works within the operations team and reports to the Associate Director of Finance and Operations, it will require hands‑on implementation, follow‑through, task completion, as well as big‑picture organizing coordinated across staffing teams and the faculty. The Programming Administrator is responsible for smooth event operations and implementation, and for ensuring clear communication and alignment among key stakeholders on appropriate details, developments, and organization. Event Planning and Management • Serve as the main point of contact for all Center events (in‑person, hybrid, and virtual), including conferences, symposia, webinars, weekly consortia, master’s and fellowship events, and graduation. Stakeholder and Vendor Coordination

• Arrange speaker invitations, agreements, accommodations, transportation, reimbursements, and honoraria.
• Coordinate venues, AV needs, and facilities; negotiate contracts with hotels, caterers, photographers, and other vendors.

Planning, Day‑of Execution, and Post‑Event (both Virtual and Hybrid) Follow‑Up

• Implement event registration; monitor spending against pre‑assigned budgets in collaboration with the Associate Director.
• Execute all event operations including venue preparation, catering, décor, and on‑site logistics; resolve issues promptly.

Data, Reporting, and Continuous Improvement

• Stay current on best practices in in‑person, hybrid, and virtual events and advise leadership on opportunities to improve effectiveness.
• Gather and maintain data on attendance, audience trends, marketing responses, and feedback to inform strategic planning.

Promotional and Marketing Support

• Collaborate with the Marketing and Communications team to create and manage event publicity and outreach.
• Maintain inventory of promotional items; coordinate with vendors for ordering and manage the logo approval process through the School.

Additional duties as assigned As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role. Qualifications Basic Qualifications 5+ years of related experience required. Higher education may count toward experience. Additional Qualifications and Skills Interpersonal and communication skills are essential, as is being a collaborative team player who supports the Center's overall success. The successful candidate will embrace change, be adaptable, and have a learning mind‑set. A successful administrator will be highly organized, detail‑oriented, proactive, able to work independently with minimal supervision, strong in communication, problem‑solving, and gaining consensus, and capable of prioritizing and multitasking while remaining calm under pressure. Understanding of Internal and Harvard‑wide policies and best practices is key. Additional Information Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm. Must be available to work occasional evenings. Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre-Employment Screening: Identity Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the View email address on click.appcast.io portal.

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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 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. #J-18808-Ljbffr Conditions. Workplace Diversity, LLC.