Programs Coordinator I - Cambridge, United States - Harvard University

Harvard University

Verified Company

Cambridge, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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 (yearround, 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
Prepare award letters and advise awardees on grant guidelines
Collect grant award forms and documents, confirm undergraduate students complete predeparture 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 predeparture and posttravel 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 signups 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 Chinarelated 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 communitybuilding 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, logístical, 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-
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.
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Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. M