The Program Manager will provide administrative support to the Gravity, Spacetime, and Particle Physics (GRASP) Initiative within the Department of Physics under the direction of one of its faculty members. The individual will interact with students, faculty, and staff within the Department of Physics and across the FAS, including the Division of Science, Finance, and FAS Office of Research Administration. They will also be the point of contact for external constituents from around the world, in particular visiting faculty and scholars from other institutions. They will be responsible for interfacing with public organizations who invite the faculty Director to give talks and coordinating these visits while being cognizant of faculty academic duties at Harvard. The Program Manager will assist the Faculty Director in the development of the GRASP Initiative while also maintaining their regular academic schedule. This will involve facilitating meetings between students and other faculty while being cognizant of committee (both internal and external to Harvard) obligations. The Program Manager will also assist the Faculty Director with grant and paper preparation.
Position Description
This position will focus on administration and smooth operations of the GRASP Initiative, working closely with the faculty Director to implement her vision of the operation, conduct searches for research scholars, hire and onboard them, and process financial and administrative work to support the overall operation. Additional duties will include:
Manage program details and operations in close coordination with faculty member, including defining requirements, ensuring adequate resources, establishing timelines, evaluating and revising research plans, and advising on project implementation issues.
Facilitate, plan, and organize robust visitor and seminar program under the direction of the GRASP Initiative. Work closely with group postdocs to invite speakers and manage all aspects of the visit from travel/lodging arrangements, to execution of the seminar event. Work with vendors for prompt payment of services. Coordinate relevant reimbursement expenses with invited guests.
Operate as general manager for the program and faculty Director. Coordinate, supervise, and manage personnel for program and faculty member's research group (including postdocs, research scholars, graduate students, and visitors).
Support all aspects of the PI's mission in research, teaching, and public outreach. Advise the PI on policies and procedures and responding to internal/external inquiries.
Assign and allocate resources throughout project to meet goals. Forecast revenues and expenses and create complex budgets. Mange all aspects of the faculty member's business-related expenses. Prepare, manage, and report on sponsored and non-sponsored grant proposals.
Draft and prepare correspondence (including letters of recommendation), course materials, and technical reports; detailed domestic and international travel arrangements, and complex calendar; and helping with class preparation and organization.
Maintain general spaces and office areas, ensuring an organized, efficient, and productive environment for research. Assign temporary office space.
Basic Qualifications
Bachelor's degree or equivalent experience;
5+ years of progressive office management.
Additional Qualifications and Skills
Master's degree in relevant field preferred;
Advanced knowledge of office management and communications.
Excellent organizational skills and attention to detail.
Ability to prioritize and accomplish tasks with minimal supervision, creatively solve problems.
Must exhibit strong oral and written communication skills and have a collaborative working style with excellent consultative and problem-solving skills;
Good judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment.
Meet deadlines and follow through on projects.
The candidate should have excellent computer skills, including knowledge of Microsoft Office Suite, as well as website management and graphics software experience;
Prior experience working with faculty is a plus;
Discretion and a proven ability to handle confidential information also required;
Previous experience in academia, research lab setting or health care environment valuable, as is in-depth experience working with faculty, staff and assistants;
Proven ability to prioritize and deliver quality results in a high-volume office;
Knowledge of Physics is not necessary to be considered for this position;
The ability to be a self-starter, working independently with minimal supervision while taking the initiative to solve problems.
Working Conditions
Office setting
Additional Information
All formal offers will be made by FAS Human Resources
We are unable to provide visa sponsorship for this postiion
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)
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Department Office Location: USA - MA - Cambridge
Job Code: 358057 Admin Pro/Indiv Contrib
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
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.
