Programs Coordinator I

21-May-2024

Programs Coordinator I

Faculty of Arts and Sciences

65817BR

Job Summary

The Programs Coordinator reports to the Executive Director of the Fairbank Center for Chinese Studies (FCCS) and Harvard China Fund (HCF), with a dotted line to the Programs Manager. The Programs Coordinator performs a range of administrative duties to support Fairbank Center affiliates and grants programs, with particular responsibility for student grants and overall student engagement. The Programs Coordinator will also support additional Fairbank Center and Harvard China Fund administrative work, communications and publicity, events, and meetings as needed.

Position Description

Student Grants Responsibilities

• Manage high volume of Fairbank Center undergraduate and graduate student grants (year-round, with highest volume in spring to process summer grants)
•  Handle publicity for grants, answer inquiries, and track all awards for budget purposes 
• Represent the Fairbank Center at student opportunities fairs and other funding meetings and activities
• Set up and maintain application system on Harvard’s CARAT application system, organize applications into folders, share applications with grants review committee
•  Prepare award letters and advise awardees on grant guidelines
• Collect grant award forms and documents, confirm undergraduate students complete pre-departure requirements
• Work with Programs Administrator on spread sheets to track grant budgets
• Work with the finance office to ensure a timely issuance of grant funds
• Coordinate pre-departure and post-travel briefing meetings
• Collect students’ grant reports and photos, recommend submissions to feature on website

Student Outreach

• Coordinate info sessions for students at start of each semester
• Maintain sign-ups for study groups for undergraduates interested in Chinese studies
• Reach out to previous and current student grant recipients, invite to speaker events or community building events
• Attend and represent FCCS at student fairs and events
• Maintain contact list of China-related student organizations and current representatives
• Collate list of previous student grantees
• Perform other tasks and develop initiatives related to student outreach and engagement.
   

Affiliated Scholars & Fellows Programs

• Compile records of former affiliated scholars into a usable database
• Coordinate support for Graduate Student Associates, e.g., scheduling meetings, coordinating with faculty and guest speakers, sending invitations and reminders
• Assist with planning and logistics of Fairbank Center community-building events during the semester
   

Office Management

• Responsible for annual audit of Fairbank Center and Harvard China Fund computers, printers, and other equipment. Orders replacement equipment when necessary.
• Work with the Executive Director to evaluate the Fairbank Center’s space holdings and office needs on a yearly basis.
   

Other Administrative Responsibilities

• Provide administrative assistance to the Executive Director as needed
• General problem solver for office administrative questions
• Possibility of working on Fairbank Center social media

Basic Qualifications

Must possess at least 3 years of administrative experience or the equivalent. Strong skills in Microsoft Office Suite, including Word and Excel.

Additional Qualifications and Skills

Excellent English language skills are a priority. Chinese Studies background and familiarity with academic culture are preferred. Excellent interpersonal, organizational, logistical, and time-management capabilities, as well as attention to detail and follow-through, are essential. Positive attitude toward teamwork and collaboration are also essential. Excellent bicultural communication and interpersonal skills are essential. Experience with Word Press and HTML preferred.

Working Conditions

Hybrid

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Social Sciences

Salary Grade

054

Department

Fairbank Center

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.

EEO 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.

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