Program Coordinator

The Program Coordinator (PC) is a member of a fast-paced, customer service-oriented team in the Professional Education (PPE) unit at the Harvard Graduate School of Education (HGSE), which serves more than ten thousand educators in early childhood, K-12, and higher education around the world each year through a diverse portfolio of professional learning offerings. The PC reports to the Assistant Director of Program Operations
The Program Coordinator is responsible for administrative coordination of an annual portfolio of professional education programs, products, and services in both face-to-face and online formats. Under the guidance of Program Managers, the PC is responsible for partnering with other team members to deliver exceptional customer service to faculty and program participants toward our ultimate goal of producing outstanding professional learning experiences. The PC serves as an ambassador of HGSE Professional Education at all programs.
Job-Specific Responsibilities:
Conducts the planning and execution of program activities, using a production checklist and timeline, and adhering to programmatic deadlines. Works to anticipate participants' logistical needs and responds to participant inquiries by telephone and email.
Communicates regularly with key program stakeholders including the Assistant Directors of Program Operations, Program Managers, Portfolio Directors, Educational Chairs, program faculty and facilitators, other program team members, and Admissions and Finance teams.
Develops and disseminates program schedules, material production schedules, mailings, and participant communication in accordance with established program timelines and best practices.
Organizes all program material production, including program websites, readings and assignments, digital and printed program materials, signage, evaluations, etc.
Arranges and coordinates all program logistics in close collaboration with on- and off-campus partners (Operations, IT, Catering, etc.), including program space and special-event venues, media and IT services, catering, transportation, school visits, tours, and other program-related activities.
Regularly collaborates with colleagues on program-related projects and executes other duties in support of PPE’s work.
Delegates work to student interns, offering guidance as necessary and ensuring satisfactory completion of assigned tasks.
In collaboration with Program Managers, contributes to and works within program budgets; processes all program-related invoices and PCARD transactions, reimbursements in a timely way; monitors and reconciles expenses and reviews contracts as necessary.
Assists with other projects and work as necessary.
Basic Qualifications:
College background or minimum 2 years working in a professional environment; program management, event or conference management experience in a professional setting required.
Customer-service orientation and experience.
Must be able to work overtime hours in the mornings, evenings and on weekends as required for program delivery, predominantly during the summer. Due to our rigorous program schedule, we are generally not able to approve extended time off during our busy operational period from May to mid-August.
Must have the ability to lift and move materials and furniture, up to 20 lbs.
Any candidate wishing to be considered must supply a cover letter in addition to a resume.
Additional Qualifications and Skills:
Strong written communication skills.
Strong interpersonal, leadership and teamwork skills.
Skill working in a deadline-oriented environment while managing multiple concurrent priorities,working both independently and as a team member.
Willingness and interest to contribute to organizational learning and a commitment to enthusiastically support the overall activity of the unit.
Familiarity with Harvard and/or the education sector preferred.
Comfort with public speaking, specifically in addressing groups of program participants.
Ability to work in an open office environment.

Employment type
Full-time

Work arrangement
Hybrid