Program Coordinator

Harvard Medical School

Boston, MA

ID: 7127939 (Ref.No. hh-61720BR)
Posted: March 14, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
The Scientific Citizenship Initiative (SCi) at Harvard Medical School believes that science is at its best when scientists are active citizens, listening and learning from a wide variety of people. SCi provides career development training that prepares scientists to become responsible participants in their communities. Through innovative pedagogy and experiential learning opportunities, SCi strives to create a scientific culture that supports inclusivity, equity, cooperation, and service.

SCi is actively seeking to diversify its staff and is dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and academia. We are also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities.

SCi is seeking a Program Coordinator who will support SCi’s Co-Directors to increase the impact and sustainability of this initiative. The Program Coordinator will have the opportunity to work with SCi’s Co-Directors and other thought leaders to inform and implement SCi’s strategic vision. This is an exciting opportunity to help shape the development of an important cross-institutional effort at the intersection of science and civic life. A facet of this role will involve partnering with a team of administrative professionals in support of the Department of Systems Biology which serves as the home base for SCi.

Position Description Specific Duties:
Works independently and within a close-knit team-oriented environment performing a wide range of complex strategic development, administrative, and communication duties to support the Scientific Citizenship Initiative and the Department of Systems Biology. Communicates with and provides services to a wide range of internal and external contacts. Anticipates and resolves problems, and updates supervisor on the status of projects. May oversee work of support staff, students, temps, and external vendors.

Typical Duties:
  1. Works closely with the SCi team by:
    • Assisting in fundraising efforts, including researching potential funders, and drafting slide decks, grant proposals, and other fundraising material.
    • Organizing and participating in leadership meetings and events, including presenting on current SCi projects and providing strategic input on future SCi programming.
    • Assisting in training, scheduling, and distributing work of students, external vendors, or temporary staff.
  2. Oversees SCi communications activity including:
    • Serving as principal administrative contact and liaison with all University constituents and external contacts, including government and media agencies.
    • Leading advertising and recruitment efforts for SCi programming and activities.
    • Overseeing externally facing communications, such as SCi website content strategy, partnership communications, and advertising materials.
  3. Oversees duties related to the administrative functioning of SCi including:
    • Developing, implementing, and administering SCi office systems and procedures.
    • Interpreting, communicating, and ensuring SCi is in compliance with university policies and processes.
    • Manages complex calendars, and arranges for meetings, appointments, and travel.
  4. Contributes to more general department support by:
    1. Assisting with event planning and management.
    2. Completing data entry tasks and process compliance documentation.
    3. Serving as administrative team support backup.
Basic Qualifications
  • College background or equivalent work experience, preferably in a related discipline.
  • At least three years of administrative work experience (relevant coursework may count towards experience).
Additional Qualifications and Skills
The successful candidate will have demonstrated project management experience, organizational skills, and attention to detail; the ability to communicate effectively and professionally in writing and verbally; and the ability to work with multiple supervisors and manage competing priorities. Experience with Google Suite, Slack, Basecamp, WordPress, Microsoft Office Suite, and computer productivity tools preferred.

An ideal candidate will have familiarity with current cultural challenges within the scientific community and a desire to make change. Individuals with a demonstrated interest in working at the intersection of science and society and/or addressing issues of diversity, equity, inclusion, and justice are highly encouraged to apply.

We know there are great candidates who may not check all these boxes. We also know you might bring important skills that we haven’t considered. If that is you, don’t hesitate to apply and tell us about yourself.
Additional Information
This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.