Program Manager

Harvard University • Cambridge, MA

15d • Hybrid

About The Position

Harvard University's Faculty Support Services provides comprehensive administrative support to departments and centers within the Faculty of Arts and Sciences. Reporting directly to the Director of Faculty Support Services, the Program Manager oversees two Program Coordinators and helps deliver centralized event support and financial administrative services across the division. The role may also provide interim coverage during short- or long-term absences or vacancies among department administrators.

The Program Manager performs day-to-day departmental administration, including processing Concur transactions for non-ladder faculty and Buy2Pay payments in accordance with Harvard financial policies. The position oversees event planning and execution, financial transactions, staff performance, and service workflows. It is hybrid, with an expectation of working on campus three days per week; the specific schedule may be adjusted according to operational or business needs.

Requirements

• Bachelor’s degree or equivalent experience.
• At least five years of progressively responsible administrative management experience, including staff supervision and financial management in an academic setting.
• Strong interpersonal and communication skills, including the ability to deal diplomatically with a wide range of people.
• Strong leadership, negotiation, and consensus-building skills.
• Demonstrated experience in a service-oriented unit.
• Experience with financial systems and data query tools.
• Organizational skills to manage multiple complex timelines and vendor details.
• Communication and negotiation skills for securing vendor rates, managing client relations, and aligning teams.
• Problem-solving ability to respond calmly to unexpected vendor or logistical failures onsite.
• Experience with event or registration software, such as Cvent, and spreadsheets.

Responsibilities

• Oversee and manage two Program Coordinators and their centralized event support, financial processing, and interim coverage responsibilities.
• Provide interim administrative coverage during short- and long-term absences or vacancies among department administrators.
• Consult with clients, define event scope and themes, and develop event timelines and run-of-shows.
• Create and track event budgets, process invoices, and manage expenses.
• Research, visit, and book venues; hire and coordinate caterers, audiovisual technicians, entertainers, and event staff.
• Manage event registration, permits, travel and accommodation arrangements, signage, and promotional or social campaigns.
• Oversee event setup and live operations, manage guest flow and speakers, and troubleshoot issues during events.
• Evaluate event success, gather feedback, and reconcile final bills.
• Reconcile accounts and balance funds at year-end; develop and submit event budgets in compliance with FAS policy.
• Process high volumes of Buy2Pay transactions and Concur expenses, including transactions for non-ladder faculty.
• Work with the Director of Faculty Support Services to develop and implement procedures for work assignments and workflows that support faculty and staff across the division.
• Manage Faculty Support Services staff performance in onsite and offsite responsibilities to ensure ongoing work, projects, and additional assignments are completed smoothly.

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: Manager