What are the responsibilities and job description for the Program Specialist, Executive Education position at Harvard University?
Job Summary
Working as a member of the Executive Education program delivery team, the Program Specialist will work both collaboratively and independently to efficiently support the overall business of coordinating and delivering programs, through new and ongoing process improvement projects, new and ongoing staff training initiatives, and program coordination.
Reporting to either the Assistant Director, Program Delivery Operations and Training, or the Associate Director, Program Delivery Operations, the Program Specialist will be assigned a primary responsibility that will focus on either training initiatives or process improvement initiatives, in addition to program coordination and additional projects as assigned.
Reporting to either the Assistant Director, Program Delivery Operations and Training, or the Associate Director, Program Delivery Operations, the Program Specialist will be assigned a primary responsibility that will focus on either training initiatives or process improvement initiatives, in addition to program coordination and additional projects as assigned.
Position Description
Responsibilities include:
Process Improvement Projects:
Training Initiatives:
Program Coordination and Management:
Additional Responsibilities:
Process Improvement Projects:
- Serve as process experts for the group, including assessing processes that are used across program delivery, identifying the need for new processes, while monitoring and updating current processes as necessary. Projects may include technology initiatives, operations, internal and external partner support, and other assigned projects.
- Serve as a member of the program delivery logistics committee.
- Coordinate and lead team-wide best practice meetings.
- Develop a resource/system for communicating and tracking new and updated processes across the broader delivery team.
- Manage departmental efforts for making all digital documents accessible, in line with University standards.
- Lead group of delivery staff on the program delivery exercise committee, building out, updating, and maintaining documentation related to experiential learning in Executive Education programs.
Training Initiatives:
- Collaborate with Assistant Director and Program Managers to determine the appropriate training timeline for new hires, including scheduling and monitoring training sessions.
- Drive the process and coordinate all training documentation, working with the “trainers” (members of the Program Coordinator team, and other staff across Executive Education) to ensure a consistent and successful onboarding experience.
- Staff the Program Delivery Learning Lab, providing instruction on all program-related tasks.
- Partner with Executive Education IT team as subject matter experts in developing eLearning courses for new staff.
- Engage with new hires through their first program to reinforce learnings and serve as a resource.
- Review current training methods and analyze new formats that may provide greater impact for staff.
Program Coordination and Management:
- Coordinate and deliver programs, working across various teams and portfolios, based on schedule needs.
- Serve as an Online Facilitator (OLF) across programs, as assigned.
- Manage and lead small program engagements, including executive committee programs, and other one to two-day programs.
- May manage a program, an activity, or subset of responsibilities within a program, with oversight of the Associate Director and/or Program Manager
Additional Responsibilities:
- In partnership with the program specialist team, manage the program delivery team shared inbox, responding to inquiries prior to team assignments, while triaging other inquiries to the appropriate team and/or Exed department
- Supervise, guide, and mentor, program delivery LHT staff (part-time program assistants)
- Oversee the program delivery summer intern program including hiring, partnering with the delivery teams to implement a process for assigning work, managing workload across teams, and providing ongoing feedback.
- Facilitate post program communication and action steps for Exed certificate programs (CME, CDC, DTC)
- Focus on building relationships with directors and constituents across Exed.
- Serve on committees within program delivery and/or as representative of the program delivery team as appropriate.
- Lead other projects assigned at the discretion of the Assistant Director.
- This role is responsible for other duties as assigned.
Basic Qualifications
- High School Diploma, GED, or equivalent is required.
- 5 years of experience in administrative support role(s) and/or related experience is required.
- Education beyond high school may count toward experience.
- Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.
Additional Qualifications and Skills
- The Program Specialist must have excellent customer service, organization, and event management skills.
- The successful candidate will be highly motivated, organized, possess the ability to juggle multiple priorities, and take initiative.
- The Program Specialist must be able to work both independently, and as part of multiple teams, manage their time efficiently, and keep others abreast of their work.
- Must be flexible, diplomatic, and detail-oriented.
- Strong communication skills are a must.
Working Conditions
- Ability to work extended overtime hours (including some evenings and weekends) is a must.
- This position may also include domestic or international travel depending on program needs.
Additional Information
This is a 40 hours/week, overtime-eligible position.
This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of a program when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of a program when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
About Us
HBS is a world leader in providing transformative leadership training to organizations across the globe. HBS Executive Education offers a robust suite of programs, designed to help clients solve their strategic issues, which use the world’s best faculty, offer an interactive learning experience alongside the most accomplished, diverse cohort of fellow participants, all in state-of-the-art, world-class facilities. A non-profit entity that supports both faculty research and the overall School mission, HBS Executive Education offers open enrollment and custom programs that focus on a range of timely topics including leadership, strategy, finance, entrepreneurship, and innovation. HBS Executive Education delivers over 130 intensive educational programs to 12,000 participants annually. Programs are fully-immersed, living-learning experiences designed to provide networking opportunities and engaging conversations. Many participants build connections and friendships here that last decades, even a lifetime.
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
Faculty & Student Services, General Administration
Department Office Location
USA - MA - Boston
Job Code
403040 Coordinator II
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
-
Salary Grade
055
Department
Executive Education
Union
55 - Hvd Union Cler & Tech Workers
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-WB1
Salary : $5,250
