Community Engagement and Diversity Outreach Coordinator

04-Sep-2024

Community Engagement and Diversity Outreach Coordinator

Harvard John A. Paulson School of Engineering and Applied Sciences

66683BR

Job Summary

Under the direction of the Director of Community Engagement and Diversity Outreach (CEDO) at the School of Engineering and Applied Sciences (SEAS), the Community Engagement and Diversity Outreach Coordinator is responsible for finance, logistics, and communications for several federally sponsored Center associated programs, including the Research Experience for Undergraduates (REU) that address science and engineering workforce development and diversity, as well as science and engineering literacy. The Coordinator serves as the principal administrative contact and liaison for internal and external offices and program constituencies. A significant part of this position entails financial and grant support, in addition to managing logistics for programs and events. Works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates the supervisor on the status of projects. Travels locally and nationally for recruitment and committee meetings. Oversees work of students, temps, and volunteers. 

Position Description

Financial/Grants Management 

• Manages over $1 million in combined funding. Develops detailed budgets for specific programs and events and monitors monthly financial reports. Maintains financial documentation, tracks expenses, and coordinates account projections. Provides summaries and analysis of expenditures. Makes decisions on expenditures within defined budget parameters. Provides assistance with progress reports and JIT (just-in-time) requests.
• Administers contracts, grants, and gift accounts, which may include working with external agencies and coordinating other related financial support functions. Acts as liaison to the SEAS Research Administration office for all aspects of pre-and post-award grants management. Coordinates information from collaborators. Ensures compliance with federal regulations.
• Uses online University financial systems to process financial transactions, such as reimbursements for travel, corporate card payments, and purchasing card reconciliation.   

Administrative Support for Programs 

• Serves as principal administrative liaison to SEAS administrative offices.
• Develops admissions timeline and manages the application and post-admission processes for programs, including the REU and K-12 student and teacher programs.
• Creates and delivers student workshops for CEDO programs including the REU and K-12 programs. Works with university partners to support student engagement. Troubleshoots issues. 
• Coordinates on-campus, off-campus, and virtual events for multiple audiences (K-12, undergraduate, and general public).
• Consults with University offices and maintains records to ensure compliance with University policies regarding intellectual property, safety, privacy, and minors on campus.
• Negotiates with hotels, caterers, and vendors; makes recommendations for food and activities for participants; oversees housing, classroom, AV, and other facilities on behalf of programs.
• Develops promotional and recruitment materials for programs for undergraduates, K-12 students and teachers, and public events. Oversees the maintenance of program websites and maintains a social media presence. Handles publicity for events.
• Manages complex calendars; arranges meetings, appointments, and travel. 
• Gathers and analyzes information required for administrative reporting. Performs library/research work and summarizes findings.
• Handles purchasing using Harvard's iProcurement system and maintains inventory of supplies for the office and related events. 
• Functions as a member of a team, contributing as needed to ensure the success of all programs.   

 Program Recruitment Travel  

• Manages booth reservations at relevant conferences to promote programs and recruit students.
• Manages conference travel calendar and follows up with relevant GSAS and SEAS stakeholders to coordinate representation at the designated conferences.  
• Organizes supplies needed for conference booths, such as brochures, banners, giveaways, etc. 
• Arranges travel for staff, students, and other personnel, including self to attend conferences. 
• Reconciles expenses related to recruitment activities.   

Basic Qualifications

• Minimum of 5 years of related experience; education beyond high school may count towards experience.
• Budget/financial management experience
• Microsoft Office skills

Additional Qualifications and Skills

• Availability to work evenings and weekends and travel locally several times per month for recruitment and committee meetings is required.
• A college degree strongly preferred, or an equivalent of education plus relevant experience.
• Solid working knowledge of basic financial concepts and tools (e.g., overhead, general ledger, reporting, spreadsheet manipulation, and funding types) preferred. Experience with grants management preferred.
• Significant experience working with MS Office Suite is required, especially with Excel. Experience with other software such as Photo Shop, Illustrator, web design, and database programs is a plus. Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools. Experience using Harvard financial systems and iProcurement is a plus.
• Excellent communication (verbal and written), interpersonal, customer service, and organizational and time management skills. 
• Ability to work independently and contribute as a member of a team, develop relationships with a wide variety of internal and external constituencies, provide a high level of customer service, and handle confidential information with discretion. 
• Demonstrated ability to work under and meet tight deadlines with interruptions, accuracy, and attention to detail; ability to adapt and respond quickly to last minute changes and requests.
• Ability to work independently with minimal supervision, make appropriate adjustments to workflow, take initiative and problem solve. Dependability and timeliness are essential. 
• The successful candidate must be able to balance the need to be both detail-oriented and strategic, and work in a fast-paced environment.

Physical Requirements

Must be able to travel locally.

Working Conditions

The work is performed in an office and lab environment.

Additional Information

• This is an on-site position (5 days/week) based in Allston, MA. 
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• Applicants should submit a resume and cover letter. 
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation, and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Allston

Job Code

403040 Coordinator II

Work Format

On-Site

Sub-Unit

------------

Salary Grade

055

Department

SEAS Educational Outreach

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

SEAS Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

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.

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