Education Program Coordinator

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 University Central Administration? Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals. Job Description The Kempner Institute for the Study of Natural and Artificial Intelligence at Harvard University brings together researchers from across the biological, cognitive, computational, and engineering sciences to advance the study of intelligence in both natural and artificial systems. The Institute supports a growing community of faculty, fellows, students, and staff, and creates opportunities for cross-disciplinary research, training, and collaboration through its academic programs, events, and shared scientific environment. A central part of that mission is the Institute’s educational programming, which supports students at multiple stages of training through graduate fellowships, post-baccalaureate and undergraduate research programs, and courses and workshops designed to foster research experience, mentorship, and professional development within an interdisciplinary scientific community. Job-Specific Responsibilities The Educational Program Coordinator plays a key role in supporting the Kempner Institute’s educational mission and helping students thrive within its community. Working closely with the Associate Director for Educational Programs and other members of the administrative team, this role supports recruitment and selection processes, onboarding and offboarding, program records and reporting, student communications, events, reimbursements, and other operational needs. The Educational Program Coordinator also serves as an important point of contact for students, faculty, and program participants, helping to create a welcoming, responsive, and well-organized experience across the Institute’s education portfolio. The successful candidate will be a positive and collaborative team member who takes pride in being highly organized and detail-oriented with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. Core Duties Serve as a primary point of contact for Kempner education programs, policies and activities. Provide guidance and support to Kempner-affiliated students. Collaborate in planning and executing events, including scheduling and booking rooms, ordering food, and providing on-site support. Provide logistical support to faculty running educational workshops or courses. Under the supervision of the Associate Director for Educational Programs, manage recruitment and selection processes for all educational programs, including posting ads, coordinating meetings and travel, coordinating application review processes with selection committees, scheduling interviews, and planning virtual open houses as required. Facilitate the onboarding and departure of all students, including orienting to the Kempner Institute and ensuring appropriate system access. Maintain records on all students, including maintaining program databases, contact lists, and progress. Gather data for and assist in preparing reports on program participation and evaluation. Participate in the creation of program materials, including program brochures. Make updates to websites. Process and track reimbursements, payments, and stipends as required. Other administrative duties as requested to support educational programming and Kempner Institute administrative team. Support efforts to create an inclusive and welcoming community within the Kempner Institute and beyond. Qualifications Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role. High school diploma or equivalent required, plus three or more years of related experience. Education beyond high school may count toward experience. Additional Qualifications and Skills College degree or business/administrative training beyond high school preferred. One or more years of customer service, office, academic, or related administrative experience preferred. Highly organized and proactive, with strong attention to detail. Excellent written, verbal, and interpersonal communication skills. Ability to manage multiple priorities and work effectively in a team-oriented environment. Ability to provide responsive, professional support to students, faculty, and program participants. Proficiency with Microsoft Office applications, including Outlook, preferred. Familiarity with Google Workspace, Zoom, Slack, Doodle, and similar administrative software is helpful. Ability to exercise sound judgment and handle confidential information with discretion. Commitment to supporting an inclusive and welcoming community. Additional Information Standard Hours/Schedule: 35 hours per week Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity Other Information: This position will have a 3-month orientation and review period. 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 054. 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.