23-Oct-2024
Special Projects Associate
Harvard Graduate School of Education
67211BR
Job Summary
Reporting to the Senior Advisor to the Dean and Chief of Staff, the Special Projects Associate is independently responsible for key activities in support of the Dean’s Office including managing and implementing high impact Dean’s Office events, meetings, and community connections; assigned strategic projects and initiatives; and researching, writing, and development of messages and talking points related to those responsibilities. Develops materials for the Senior Advisor to the Dean and CoS as well as the Dean, related to assigned portfolio.
HGSE is a residential community supporting primarily on-campus degree program students along with faculty and staff. Our commitment to a vibrant campus culture relies on robust connections; we believe in-person work brings enhanced collaboration and innovation, strengthened organizational culture, and a stronger student experience. It also improves our ability to engage in teaming and shared work to advance the HGSE mission: to prepare education leaders and innovators who will change the world by expanding opportunities and outcomes for learners everywhere.
In contributing to our on-campus community and to the Dean’s Office specifically, this position requires an on-campus presence most days of the week. The ability to work remotely will depend on the schedule of events and the flexible schedules of others in the office with an eye toward consistent on-campus presence and equity. The Special Projects Associate may be asked to staff the Dean’s Office front desk. Evening and weekend work may also be needed either in person or remotely.
Position Description
Special Projects Management
- Lead the design, implementation, and assessment of HGSE All-Staff meetings and community socials
- Support the preparation of content, communications, and follow-up materials, and manage logistical support for Faculty of the Whole meetings
- Lead and manage the HGSE 3D Dinner program, a program for faculty to lead students in conversations about pressing debates and dilemmas in education, including communications, group assignments, and meal support
- Serve as administrative lead, supporting agenda and between-meeting work, of the AI in Education Workgroup, comprised of faculty and staff, in partnership with the Academic Dean
- Provide regular updates on the progress of tasks and projects
- Serve as Dean’s Office administrative representative for Orientation, Convocation, and Commencement, including ensuring a theme-based approach, and creating and managing scripts/run of show along with related logistical support
- Manage the HGSE Morningstar Family Teaching Award process in partnership with related administrative units
Dean's Office Impact Events and Community Engagement
- Lead, plan, and execute on Dean's Office recurring events (holiday gatherings, Commencement)
- Lead, plan, and coordinate Dean’s Office special events (e.g., Ice Cream Social; summer BBQ, retirement and departure events)
- For all events, draft invitations, reminders, and follow-up messages
- Manage event responses and related questions
- Manage event logistics (room reservations, catering, materials, etc.)
- Provide project management and support for other Dean’s Office engagements as needed
Dean's Office Communications and Gifts
- Lead and execute the planning for Holiday Cards and Gifts for faculty, staff and students
- Draft and send Dean’s Office correspondence: thank you notes, condolences, etc.
- Develop briefing material, presentations, talking points, and communications as related to assigned portfolio
- Maintain and update the Dean’s Office webpages as needed
- Work closely with other HGSE Offices to learn of important community milestones (new babies, life events that come to the Dean, illness, passings, etc.) so personalized communication can be drafted and sent on behalf of the Dean
- Identify milestones that should be acknowledged by the Dean’s Office
- Send flowers and gifts (internal and external) as needed on behalf of the Dean’s Office, along with managing gifts (“swag”) inventory
- Serve as a point person for other HGSE departments as assigned
Deans’ Office Administration
- Serve as back up support for scheduling of the Deans/CoS
- Share responsibility for covering the front office during vacations, illness, etc.
- Field general requests for the Dean’s Office and flags and triages as needed
- Staff meetings as requested including developing the agenda, capturing data and action steps needed to advance the work, taking steps to complete the action items, and briefing the Deans as needed
Basic Qualifications
Minimum 5 years relevant experience required.
Must be able to work evening and weekend hours as needed.
Any candidate wishing to be considered must supply a cover letter in addition to their resume.
Additional Qualifications and Skills
Bachelor’s degree strongly preferred.
Excellent written and verbal communication, interpersonal, and organizational skills.
Strong attention to detail and accuracy in carrying out responsibilities.
Ability to juggle and execute multiple competing tasks.
Flexible and responsive to shifting deadlines.
Highly collaborative; must work well independently and as part of a team.
Ability to interact professionally with a wide range of internal and external constituents.
Ability to work with and maintain confidential matters with discretion.
Working Conditions
HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state’s required tax and other withholdings from your paycheck for the time you work there.
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.
This is primarily an on-campus position, with some possible exceptions during certain times of the year.
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
Additional Information
About Us
HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.
HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:
• Hiring and retaining staff reflecting the diversity of those we serve;
• Providing employees opportunities to learn, grow, and be challenged;
• Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
• Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
• Communicating transparently and respectfully; and
• Fostering an inclusive, respectful, and professional work environment
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.
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
405012 Admin Professional (N)
Work Format
On-Site
Sub-Unit
------------
Salary Grade
056
Department
dean's office
Union
99 - Non-Union, Confidential Non-Ex
Time Status
Full-time
Pre-Employment Screening
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.
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.