Fellowship Program Coordinator

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

Reporting to and working closely with the Associate Director of Fellowships and Academic Programming, the Fellowship Program Coordinator performs a wide range of complex administrative and programmatic duties within the Edmond & Lily Safra Center for Ethics. They will be responsible for the day-to-day coordination of the Center’s numerous fellowship programs.  This position works regularly with faculty, staff, fellows, students and other constituents within and outside of Harvard.

Job-Specific Responsibilities:

• Coordinate program’s weekly seminars and other academic programming (e.g. reading groups), including arranging/setting up/breaking down catering, handling A/V, coordinating respondents. 
• Coordinate social events for fellows.
• Communicate with faculty, students, staff, and other University departments on issues relating to fellowship and grant programs; serving as the primary contact and source of information for fellows, students, and faculty interested in learning about the programs.
• Develop and edit materials for Center website and publications, in coordination with Center’s Communications Manager. 
• Coordinate publicity for fellowship programs to support robust recruitment.
• Administer fellowship programs and summer grant application processes, including using and maintaining application portal; corresponding with applicants; collect and process applications; and communicate decisions to applicants.
• Maintain program-related files, including applications, program management, evaluation, and fellow alumni database.
• Coordinate all appointment approvals and processing, including liaising with Office of Faculty Affairs.
• Coordinate fellow visa processes, in consultation with Harvard International Office, as needed.
• Monitor overall fellowships programming budget, making decisions on expenditures towards catering budget, and track and monitor expenses.
• Reconcile related expenses on department card, P-card, and/or Assistant Director for Fellowships and Programming’s corporate card.
• Coordinate payment of fellowship stipends with Center’s finance team. 
• Provide administrative support to fellows on an ongoing basis for a wide range of administrative tasks, including (but not limited to): office needs, IT needs, incoming and outgoing fellow processes, etc.
• May assist Center events by providing day-of support to Events Coordinator.
• Assist with other tasks across the Center as needed.

Basic Qualifications:

Three or more years of related experience.  

Additional Qualifications and Skills:

College degree preferred (NOT required). Excellent interpersonal, writing, and communication skills required. Strong orientation towards practical problem-solving/trouble-shooting. Ability to maintain a positive and welcoming attitude at all times. Must be willing to perform all tasks, even the mundane, with care and attention to detail. Ability to work and thrive in a fast-paced office environment. Ability to concentrate and stay on task despite multiple interruptions and last-minute deadlines and requests, and to prioritize multiple tasks and conflicting interests. Ability to work independently with some supervision and as part of a small team. Ability to communicate professionally and with good judgment absolutely essential.  Ability to handle complex and confidential information with discretion. Interest in ethics is a plus.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:

Overtime may be required, including weekends and evenings, to align with programming and events. 

A hybrid schedule may be possible depending on business needs and will be discussed during the interview process.

This is a 1-year term position and may be renewed based on Center’s strategy and funding availability.

For full consideration, please include a cover letter with your application. 

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.