Program Administrative Coordinator

Harvard University • Boston, MA

1d • Hybrid

About The Position

The Office for External Education provides health care professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the school’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.

Requirements

• 3 or more years of experience preferably in program, project management, event, or conference management experience in a professional setting.
• Higher education may count towards experience.
• Strong customer service orientation is required along with excellent interpersonal and communication skills.
• Be able to work in a collaborative team environment.
• Strong technical aptitude with experience using Microsoft 365, Cvent, Salesforce, and the ability to quickly learn, troubleshoot, and support proprietary platforms and systems.
• Strong ability to prioritize workload, multitask and take initiative in a deadline-driven, fast paced environment.

Nice To Haves

• Bachelor's Degree preferred.
• Experience with Zoom and virtual event management preferred.

Responsibilities

• Serves as first point of contact for the learners attending our programs, routes phone calls, mail, and e-mail messages, and handles a wide range of information dissemination regarding our education programs.
• Provide high-level relationship management to course administrators, registrants.
• Monitors departmental emails, drafts, and distributes communications regarding our educational programs.
• Responds to inquiries from faculty and support a local, national, and international audience concerning course enrollment and established policy and procedures.
• Provides day of customer service for live virtual events including interfacing with faculty, attendees, vendors, etc.
• Support on-demand learners with technical questions related to the MyCE platform or the learning management system, EdX.
• As needed, provides support for the program coordinators managing in-person courses, which may require on-site customer service at events including interacting with faculty, attendees, hotel staff, vendors, and supervising temporary staff.
• Create and distribute evaluations to course attendees at the start of the program.
• Collaborate with Course Director and Course Administrators to understand program activities learning objectives and goals in order to create post-activity evaluation.
• Design, collect, and analyze evaluation data using best practices to maximize validity and reliability and to follow accreditation guidelines.
• Provide guidance for learners regarding both the MyCE and MyLearn learner platforms to ensure they receive appropriate course materials including access to evaluations and learner transcripts.
• Provide guidance for Course Directors and Planners to ensure they have appropriate access to MyCE course manager reports, including learner and attendance data.
• Ensures attendees receive proper notification regarding evaluations and certificates.
• Works collaboratively with all department staff on new course approvals and ongoing course development.
• Review and monitor course components to ensure AMA/ACCME compliance, and notify accreditation managers if questions arise.
• Maintain accurate and detailed activity files for accreditation documentation, physician credentialing, and financial reports required by HMS and industry supporters. ( includes, but is not limited to, collecting and reviewing faculty disclosure and Resolution of Conflict of Interest forms, and syllabus documentation to ensure compliance with the ACCME and HMS standards).
• Work with our office accreditation team to collect speaker disclosure information.
• Work with our office accreditation team to ensure on-site or day of compliance with ACCME criteria (i.e. commercial support, exhibit booths, etc.).
• Stay abreast of changes in ACCME requirements and comply with ACCME policies in order to maintain accreditation status.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree