Undergraduate Program Coordinator II

Harvard University • Cambridge, MA

10d • Hybrid

About The Position

Under the supervision of the Department Administrator/Executive Director, the Undergraduate Program Coordinator II is responsible for the logistics of an academic program within an administrative grouping. The role ensures the program has the support needed to deliver its teaching mission and coordinates tasks to support smooth program execution and operations. The coordinator works under the direction of the Chair DUS and, as appropriate, the ADUS.

The position coordinates course catalogue and scheduling activity, maintains academic records, organizes administrative systems, and serves as a principal administrative contact and source of information about program policies and regulations. It also supports undergraduate events, prepares program data and reports, and oversees support staff, students, and casual employees. Other duties may include policy research, acting as the department IT point person, coordinating website content, and managing office supplies.

The position is hybrid. Some duties may be performed away from Harvard, with schedule and location determined by the department based on operational needs. Employees working outside a Harvard or Harvard-designated location must work in a Harvard-registered state, subject to university policy and any visa or funding restrictions. The standard schedule is 35 hours per week. Harvard does not provide visa sponsorship for this position.

Requirements

• At least five years of administrative or office experience.
• Excellent organizational skills, including the ability to prioritize work amid multiple and conflicting interests.
• Demonstrated project and/or program management skills.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Competency using a variety of computer software.

Nice To Haves

• A college degree is strongly preferred.

Responsibilities

• Coordinate and take direct responsibility for an academic program within an Administrative Grouping, under the direction of the Chair DUS and ADUS as appropriate.
• Serve as the cluster’s Catalogue Coordinator, entering and scheduling new courses each semester and maintaining the catalogue on an ongoing basis.
• Organize and implement administrative systems and procedures and perform necessary support duties.
• Serve as the principal administrative contact and liaison with program constituents, other universities, and government agencies; provide information on established policies and advise faculty, students, and staff on regulations and policies.
• Prepare, maintain, and submit program academic records, including course, student, and degree records.
• Keep current on trends, compliance issues, regulations, and guidelines relevant to the subject matter, and advise appropriate community members.
• Coordinate undergraduate program events, including negotiating with hotels, caterers, and vendors; recommending food and activities; managing assigned event budgets; and arranging classrooms, audiovisual equipment, and other facilities.
• Gather and maintain data and assist with reports, including statistics on program participation, marketing responses, budgets, and evaluations.
• Oversee support staff, students, and/or casual employees; train, schedule, and distribute work to students, casuals, and non-overtime-eligible employees.
• Research issues related to policy development and recommend possible policy revisions and implementation plans, as needed.
• Possibly serve as the department IT point person and liaise with the centralized communications team to coordinate program-specific website content and updates.
• Perform other duties assigned by the supervisor, including managing office supplies.

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: No Education Listed