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 program coordination support, new and ongoing process improvement projects, and new and ongoing staff training initiatives.
Position Description
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 program coordination support, with process improvement initiative projects, or training initiatives.
Responsibilities include:
Program Coordination and Management:
Coordinate and deliver programs, working across various program teams and portfolios, based on schedule needs.
Serve as an Online Learning Facilitator (OLF) across programs, as assigned.
Support pre or post-program content (i.e. webinars, Live Online Classrooms (LOC) sessions, Zoom).
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.
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 (ExEd) 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.
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 role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 3 days per week when a program is not in-session. This role is required to be onsite for the entire duration of a program when in-session. Specific days and schedule will be determined between you and your manager. The first 90 days of employment you will be required to be onsite.
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
Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School's digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.
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.
Department Office Location: USA - MA - Boston
Job Code: 403040 Coordinator II
Job Function: Faculty & Student Services, General Administration
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.
EOE 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.
