As a Program Coordinator, you will maintain a high level of professionalism, teamwork and a focus on customer service. While programs are running, you will assist with travel, onboarding, meals, answering questions, and directing participants. In addition, you will work with your team on the continuous improvement of programs, processes and procedures. You will develop strong working relationships with Executive Education colleagues in all units, as well as program faculty, Bloomberg Harvard colleagues, Bloomberg Philanthropies, other School departments, other University Schools and vendors.
You will provide critical direction in the delivery of the Bloomberg Harvard portfolio of programing both on-site (MA and NY) and online before, during, and after each program session. We seek collaborative, adaptable candidates who love the details of programs and events, are driven by working with others on a fast-paced team, and excited about having an impact on our world by supporting city leaders. We are committed to fostering a diverse and inclusive team culture and seek candidates who share our values and commitment.
Position Description
This role will support the team with both the participant and curriculum coordination:
As a Participant Coordinator, you'll be responsible for tracking all enrollment information materials for our participants. You will be a main point of contact for our participants, answering questions prior to travel and assisting them with travel and housing arrangements, including on-site meals. You will plan and implement special events for programs and, when needed, works closely with Bloomberg Philanthropies events team.
Specific duties include:
Program Execution
Unique onboarding requirements for each program depending on location and audience
Work with different vendors to coordinate participant travel: Canvas, hotels, Uber
Online session run of show / detailing of session plans
Coordination with HELIX
Pre-session preparation for panels and interviews
Studio tours for faculty
Setup of classroom at donor facilities
Cohort Management - Participant Support
Set up of salesforce admissions and onboarding portal; IT troubleshooting
Manage applications and follow up with cities
Advanced Salesforce use: email templates, campaigns, reports, tracking, data management
Coordination of open enrollment scholarships
Follow ups to ensure attendance
Initiative inbox management -providing ongoing customer service for all participants
Coordination of onboarding and pre-launch activity (including individual mayor calls)
As a Curriculum Coordinator, you will prepare and distribute course materials. You will work directly with our program faculty to coordinate advance readings and handouts, post materials on the course webpage and manage the in-person or online classroom media needs. You will collaborate with both faculty chair and director on development or distribution of program schedule and other materials as necessary,. When running programs offsite, you'll work closely with Bloomberg Philanthropies' production team to ensure a seamless delivery. Specific Duties include:
Program Development - Faculty
Multiple planning meetings/workshops with faculty to ensure alignment
Translate output from faculty planning meetings into session sheets and other deliverables for participants
Assure common use of terms within programs and across program materials, slides, plans
Background info on cities and participants developed for / provided to faculty
Program Development - Staff Teams
Alignment of tasks / responsibilities for each program; each program includes coordination with:
Curriculum Development on timelines and versions of cases and materials
Impact Assessment for each program to deploy, manage, and follow up on evaluations
City Support on follow ups, year-long tracks, fellowships, panels
Comms on applications, welcome letters, marketing, and swag o External Partners that are involved in the delivery and development of programs
Operations on Salesforce (in non-EE instance - i.e. instance managed at Bloomberg Center)
Donor Management
Materials sent, and explained, regularly before each program
Answer ongoing questions
NYC-based sessions: Work with production teams (materials sent in advance, meetings, test runs, onsite problem solving)
Online sessions: Attendance tracking and reporting
Coordination re: key speakers, bios when leverage donor network
Weekly meetings to ensure alignment in all aspects of program
In addition, you will participate on other Bloomberg Harvard City Leadership Initiative administrative projects and duties as required.
Basic Qualifications
4 years of administrative or program coordination experience
Additional Qualifications and Skills
A team player, who is flexible, adaptable and comfortable working in a fast-paced, culturally diverse environment.
Ability to work independently, take initiative and manage multiple projects at once.
Strong interpersonal skills, with a proactive and positive customer service approach.
Keen attention to details and accuracy
Interest in Public Policy or City Government is a plus as is some experience with Salesforce, Zoom and Canvas or similar technology.
Spanish or Portuguese language is a bonus - though not required.
Note: Some travel is required - mostly to New York City. Therefore, you must be flexible to work some nights and weekends when programs are in session.
Additional Information
This is a fully benefits eligible term appointment ending June 30, 2025, with the possibility of renewal.
We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
This position must be flexible to work longer hours, nights, and weekends, while programs are in session. Some travel is also required. Program Coordinators are required to work in-person on-campus for some programs. Programs are typically 1 week long but may vary. When not on program, Program Coordinators have flexibility to work remotely up to 3 days/week.
Salary Range: $65,653 - $104,471
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
About Us
The Bloomberg Harvard City Leadership Initiative is a joint effort of Harvard Kennedy School and Harvard Business School in close collaboration with and funded by Bloomberg Philanthropies to advance leadership, management, and innovation in cities. It is a cornerstone program of the Bloomberg Center for Cities at Harvard University serves a global community committed to improving public management, leadership, and governance. The center's cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use.
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-NM1
Department Office Location: USA - MA - Cambridge
Job Code: 403040 Coordinator II
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 055
Department: Bloomberg Center for Cities
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Identity
Schedule: 9-5 Monday through Friday Note: This position must be flexible to work longer hours, nights, and weekends, while programs are in session. Some travel is also required. Program Coordinators are required to work in-person on-campus for some programs. Programs are typically 1 weeklong but may vary. When not on program, Program Coordinators have flexibility to work remotely up to 3 days/week.
Commitment to Equity Diversity Inclusion and Belonging: Harvard Kennedy School's Mission and Commitment to Diversity, Equity, and Anti-Racism
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership-because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School's commitment to Diversity Equity, and Anti-Racism.
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.
