Program Operations Manager and Faculty Assistant
25-Oct-2024
Program Operations Manager and Faculty Assistant
Harvard Kennedy School
67102BR
Job Summary
The Environment and Natural Resources Program (ENRP) at Harvard Kennedy School's Belfer Center is seeking a Program Operations Manager and Faculty Assistant to provide comprehensive coordination and administrative support, managing multiple tasks and projects in a fast-paced and dynamic environment. Reporting to the Faculty Director, this role serves as a key point of contact for a diverse range of stakeholders, including faculty, fellows, staff, and students. The Program Operations Manager and Faculty Assistant will oversee the daily operations of the ENRP Program, support program initiatives, and ensure efficient workflows across the program.
The role requires the ability to proactively identify and act on strategic and operational needs, while executing recurring tasks effectively and adapting to additional requests as needed, often with tight deadlines. This position involves managing processes, liaising with internal departments, and ensuring that program operations run smoothly.
Position Description
Supports Faculty Director
1. Administrative and Logistical Support
- Manages complex calendars, arranges individual meetings and appointments, and coordinates travel.
- Prepares course materials, including locating materials online and in hard copy, submitting requests for permissions and copyright registration, ordering books and other materials, and preparing handouts and lecture slides.
- Provides clerical support, including composing and editing communications, internal memos, course materials, presentations, and cases.
- Utilizes a broad range of technical systems and software to complete administrative tasks in support of teaching, research, and other faculty duties.
1. Program Management and Planning
- Manages the day-to-day operations of the ENRP Program, collaborating with the team to develop work plans and manage the program calendar for each academic year.
- Works closely with the Development and Finance Manager to understand the program budget and ensure resources are being deployed accurately and effectively.
- Acts as the lead liaison between ENRP and internal Harvard departments, including Belfer Core, IT, HR, and the Harvard International Office.
- Coordinates with the Center’s core team to manage hiring paperwork and onboarding for staff, research assistants, and research affiliates/fellows.
- Serves as a liaison for students, addressing administrative questions and disseminating program and center information.
- Works in close coordination with the Communications and Outreach Specialist to support
- ENRP special events, including the weekly Energy Policy seminar. This includes assisting special guests with booking travel and managing day-of-event logistics.
- Oversees the administrative aspects of the research fellowship application and selection process for ENRP and STPP, working closely with relevant faculty and staff from the opening of fellowship applications through to fellows’ onboarding and time on campus. Coordinates with the Harvard International Office to procure visas for fellows as needed.
- Works with STPP counterparts to oversee ENRP operations related to information technology and facilities management, including the procurement of technology for staff, workstation setups, space needs, and the development and implementation of office processes and policies.
- Manages ENRP's subscriptions and other resources.
5. Financial and Administrative Support:
- Utilizes Harvard financial systems (corporate and purchasing cards, Buy2Pay, Concur, etc.) for vendor payments, reimbursements, and other financial transactions
- Performs general office duties for the program, including ordering office supplies, maintaining filing systems, answering phones, opening mail, and posting announcements.
6. Contributing to Unit Efforts: Contributes to unit efforts by accomplishing related duties as required.
Basic Qualifications
Bachelor’s degree at least five years of related experience, including demonstrated project management, office administration, and customer service.
Additional Qualifications and Skills
Proficiency in Word, Excel, Outlook, PowerPoint, Slack, and other online software is required. Strong written
and spoken English skills, along with the ability to process financial transactions accurately, are essential.
Excellent project and time management skills, with the ability to prioritize tasks independently. Strong
interpersonal skills, demonstrated by experience providing complex administrative support to one or more
supervisors. Ability to work collaboratively across teams and manage a variety of projects and constituencies.
Capacity to learn and adapt to new technical and financial applications. An interest in environmental policy is
required. Prior experience working closely with senior faculty and within research, government, or large non-
profit organizations is preferred.
Additional Information
Learn more about our work culture and see yourself at Harvard Kennedy School.
We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager. 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.
Salary Range: $69,404 - $113,558
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
About Us
Located at the Harvard Kennedy School’s Belfer Center, the Environment and Natural Resources Program (ENRP)’s mandate is to conduct policy-relevant research at the regional, national, international, and global level, and through its outreach initiatives to make its products available to decision-makers, scholars, and interested citizens. The Belfer Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas.
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 - Cambridge
Job Code
405013 Administrator (N)
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
------------
Salary Grade
056
Department
Belfer Center for Science and International Affairs
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Education, Identity
Schedule
9-5 Monday through Friday
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-DS1