Programs and Administrative Coordinator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary:

The Programs and Administrative Coordinator reports to the Executive Director and works closely with the Assistant Director of Administration and OI’s Leadership Team. The position coordinates the administrative logistics of core programs and special initiatives, including key convenings and advisory board activities, to advance OI’s mission. It serves as a principal administrative contact and liaison for internal and external stakeholders, managing complex calendars, travel, communications, and event logistics, and providing research compliance support. This position reports to the Executive Director.

Job-Specific Responsibilities:

Programs & Special Projects Coordination

• Coordinates activities (stakeholder coordination, logistics support, project tracking, information management)  and timelines for a defined portfolio of special projects and program activities led by the Executive Director and OI’s Leadership Team.
• Serves as a primary administrative contact and liaison for the Education Opportunity Network Initiative and the Education Fellows Program and other key initiatives.
• Maintains the OI Working Papers listserv, including subscriber management, content distribution, and regular list updates.
• Provides coordination, logistics, and documentation for advisory board meetings, including scheduling, materials preparation, note-taking, and follow-up on action items.
• Maintains shared calendars of key program milestones and proactively communicates relevant updates and deadlines to program teams and collaborators.
• Gathers, maintains, and analyzes data on program participation and activities; prepares periodic statistics, updates, summaries, and reports on select program activities and outcomes for internal leadership.

Executive Administrative and Convening Support

• Provides high-level executive support to the Executive Director, including complex calendar management, meeting coordination, preparation of agendas and briefing materials, travel arrangements, and routine and confidential correspondence.
• Supports Executive Director with financial processes related to travel reimbursements, collecting receipts, and maintaining accurate expense records in alignment with University policies and systems.
• Coordinates end-to-end logistics for selected seminars and convenings (e.g., OI Interdisciplinary Lunch Seminar, Education Fellows Convening, and Global Opportunity Network Convening), including venue and room reservations, vendor coordination, participant communication, materials preparation, and on-site or virtual event support.
• Manages travel and lodging arrangements for invited convening speakers and participants.
• Serves as backup for other administrative responsibilities as needed to ensure smooth program operations.

Special Projects and Research Administration Support

• Provides project management support for special initiatives led by the Executive Director and OI’s leadership team, including establishing and maintaining project files, tracking deadlines and follow-up items, and facilitating communication among internal and external contributors.
• Coordinates the preparation, routing, and tracking of Data Use Agreements (DUAs) and IRB protocols for research activities; ensures required documentation is complete, accurate, and submitted in a timely manner, and maintains organized records.
• Monitors research-related training and compliance requirements for team members; keeps current on relevant research complian