What are the responsibilities and job description for the Program Administrator position at Harvard University?
61614BRAuto req ID:61614BRJob Code:405012 Admin Professional (N) Location:USA - MA - Cambridge Business Title:Undergraduate and Graduate Programs AdministratorSub-Unit:Sciences Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :056Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
Bachelor's Degree and three years progressively responsible administrative work experience is required.
Additional Qualifications and Skills:
Successful candidate must be able to prioritize in a very active environment, work independently with minimal supervision, and have demonstrated experience handling complex and confidential information. Work experience in an academic environment and familiarity with higher education academic programs, academic appointments, and personnel actions is highly preferred.
Additional Information:All formal offers will be made by FAS Human ResourcesDepartment:Stem Cell and Regenerative BiologyPre-Employment Screening:Education, IdentitySchedule:35 hours per weekJob Function:General Administration Position Description:
More specifically, the Programs Administrator will:
- Independently manages all administrative functions related to the HSCRB graduate student population, liaising with multiple interdepartmental, University, and institutional offices to manage graduate student payroll and appointment process. Independently responsible for developing, implementing, and maintaining complex administrative procedures and data tracking systems, using a variety of computer software platforms, to prepare, contribute to, and/or interpret reports on program participation, progress, and financial documentation;
- Works independently to administer the HDRB undergraduate concentration, developing and maintaining record-keeping and communication systems. Maintains and updates information about the undergraduate program content on the departmental website, life sciences website, and Harvard College Fields of Concentration handbook. Coordinates communication with all students including interested first-year students and administers concentration community website on Canvas as well as concentration LinkedIn page for students and alumni. Generates reports on concentrator statistics;
- Coordinates the undergraduate senior thesis process (SCRB 99) and independent research courses (SCRB 91R). Communicates with faculty mentors, collects grades, sends out theses to readers, prepares information for UG honors recommendation meeting in May, and manages thesis library;
- Plans, organizes, and manages all logistical aspects of HDRB concentration events/functions, including staffing, facilities, and amenities. Negotiates with caterers and vendors. Coordinates volunteers for College organized HDRB recruitment activities. Processes reimbursements for education program-related expenses, purchasing, and Corporate Card statement reconciliations, and reviews monthly student payrolls. Serves as ad hoc departmental event management and support staff;
- Advises students on writing and clarity for various career and educational advancement deliverables (e.g., graduate/medical school applications, fellowships, etc.). Provides supplemental counseling and advising for interpersonal issues among the undergraduate population (e.g., approaching letter writers, dealing with laboratory expectations, interviewing skills, etc.);
- Supports ADUS to administer, enrich, and develop the programs (on a continual basis, depending on topic and scope). e.g., improving processes or policies; organizes, drafts, and tracks letters of recommendation for ADUS, etc;
- Independently responsible for entering and maintaining all HSCRB department listings in course catalog. Liaises with faculty to maintain accurate information, and develops and maintains contacts at HMS, related hospitals, and other University departments to recruit instructional support;
- Manages the appointment of instructional support staff, including completing all tax-related paperwork with regards to new teaching hires; advises departmental teaching fellows and assistants, and provides programmatic support throughout their teaching appointments.
- Coordinates and has primary responsibility for scheduling HSCRB departmental conference rooms;
- Meets weekly with education team members; contributes to educational research initiatives, assists with staff recruiting efforts; screening resumes, and interviewing applicants in person;
- Designs and creates promotional, motivational, and informational material for concentration and departmental courses, initiatives, and events (ideally including the research and production of original images and film clips, posters, and other media as needed);
- Contributes to unit goals by accomplishing related duties as required.
School/Unit:Faculty of Arts and Sciences 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.Working Conditions:
New employees are required to be on campus 5 days a week during the 90-day orientation and review period. After the orientation period, this position is expected to have an on-campus presence four days a week.
Harvard University continues to place the highest priority on the health, safety, and well-being 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 (https://huhs.harvard.edu/covid-19-vaccine-requirement-faqs) . Harvard University Health Services employees and other healthcare 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 (https://huhs.harvard.edu/covid-19-information#gsc.tab=0) .
Job Summary:
The Undergraduate and Graduate Programs Administrator is responsible for the administration of all aspects of the undergraduate program and the departmental graduate student population at the Harvard Stem Cell and Regenerative Biology Department (HSCRB). Reporting to the Assistant Director of Undergraduate Studies, the Administrator will work closely with undergraduate and graduate students, faculty, and staff, including members of core administrative units within HSCRB, as well as affiliated administrators from the Division of Medical Studies (DMS) at Harvard Medical School (HMS), Office of Undergraduate Education, Office of Research Finance and Compliance, Payroll, University Central Finance Services, and the FAS Registrar.
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.
Bachelor's Degree and three years progressively responsible administrative work experience is required.
Additional Qualifications and Skills:
Successful candidate must be able to prioritize in a very active environment, work independently with minimal supervision, and have demonstrated experience handling complex and confidential information. Work experience in an academic environment and familiarity with higher education academic programs, academic appointments, and personnel actions is highly preferred.
Additional Information:All formal offers will be made by FAS Human ResourcesDepartment:Stem Cell and Regenerative BiologyPre-Employment Screening:Education, IdentitySchedule:35 hours per weekJob Function:General Administration Position Description:
More specifically, the Programs Administrator will:
- Independently manages all administrative functions related to the HSCRB graduate student population, liaising with multiple interdepartmental, University, and institutional offices to manage graduate student payroll and appointment process. Independently responsible for developing, implementing, and maintaining complex administrative procedures and data tracking systems, using a variety of computer software platforms, to prepare, contribute to, and/or interpret reports on program participation, progress, and financial documentation;
- Works independently to administer the HDRB undergraduate concentration, developing and maintaining record-keeping and communication systems. Maintains and updates information about the undergraduate program content on the departmental website, life sciences website, and Harvard College Fields of Concentration handbook. Coordinates communication with all students including interested first-year students and administers concentration community website on Canvas as well as concentration LinkedIn page for students and alumni. Generates reports on concentrator statistics;
- Coordinates the undergraduate senior thesis process (SCRB 99) and independent research courses (SCRB 91R). Communicates with faculty mentors, collects grades, sends out theses to readers, prepares information for UG honors recommendation meeting in May, and manages thesis library;
- Plans, organizes, and manages all logistical aspects of HDRB concentration events/functions, including staffing, facilities, and amenities. Negotiates with caterers and vendors. Coordinates volunteers for College organized HDRB recruitment activities. Processes reimbursements for education program-related expenses, purchasing, and Corporate Card statement reconciliations, and reviews monthly student payrolls. Serves as ad hoc departmental event management and support staff;
- Advises students on writing and clarity for various career and educational advancement deliverables (e.g., graduate/medical school applications, fellowships, etc.). Provides supplemental counseling and advising for interpersonal issues among the undergraduate population (e.g., approaching letter writers, dealing with laboratory expectations, interviewing skills, etc.);
- Supports ADUS to administer, enrich, and develop the programs (on a continual basis, depending on topic and scope). e.g., improving processes or policies; organizes, drafts, and tracks letters of recommendation for ADUS, etc;
- Independently responsible for entering and maintaining all HSCRB department listings in course catalog. Liaises with faculty to maintain accurate information, and develops and maintains contacts at HMS, related hospitals, and other University departments to recruit instructional support;
- Manages the appointment of instructional support staff, including completing all tax-related paperwork with regards to new teaching hires; advises departmental teaching fellows and assistants, and provides programmatic support throughout their teaching appointments.
- Coordinates and has primary responsibility for scheduling HSCRB departmental conference rooms;
- Meets weekly with education team members; contributes to educational research initiatives, assists with staff recruiting efforts; screening resumes, and interviewing applicants in person;
- Designs and creates promotional, motivational, and informational material for concentration and departmental courses, initiatives, and events (ideally including the research and production of original images and film clips, posters, and other media as needed);
- Contributes to unit goals by accomplishing related duties as required.
School/Unit:Faculty of Arts and Sciences 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.Working Conditions:
New employees are required to be on campus 5 days a week during the 90-day orientation and review period. After the orientation period, this position is expected to have an on-campus presence four days a week.
Harvard University continues to place the highest priority on the health, safety, and well-being 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 (https://huhs.harvard.edu/covid-19-vaccine-requirement-faqs) . Harvard University Health Services employees and other healthcare 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 (https://huhs.harvard.edu/covid-19-information#gsc.tab=0) .
Job Summary:
The Undergraduate and Graduate Programs Administrator is responsible for the administration of all aspects of the undergraduate program and the departmental graduate student population at the Harvard Stem Cell and Regenerative Biology Department (HSCRB). Reporting to the Assistant Director of Undergraduate Studies, the Administrator will work closely with undergraduate and graduate students, faculty, and staff, including members of core administrative units within HSCRB, as well as affiliated administrators from the Division of Medical Studies (DMS) at Harvard Medical School (HMS), Office of Undergraduate Education, Office of Research Finance and Compliance, Payroll, University Central Finance Services, and the FAS Registrar.
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.
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