Program Administrator

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 John A. Paulson School of Engineering and Applied Sciences?

At the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), we work within and beyond the disciplines of engineering and foundational science to address the most pressing issues of our time. Through teaching and collaborative research, SEAS discovers, designs, and creates novel technologies and approaches to societal challenges – in service to the world, the nation, and our community. We collaborate across academic areas at SEAS and the larger university, and with colleagues in academia, industry, government and public service organizations beyond Harvard. By joining SEAS, you will be part of an inclusive community of dedicated problem-solvers who hold themselves – and one another – to the highest academic and professional standards. To learn more about us, please visit https://seas.harvard.edu/.

Job Description

Job Summary:

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks a part-time Program Administrator to support the Power and AI Initiative Industry Affiliate Program (PAI) and other activities. Serves as the lead point of contact for program members, prospective members, program leadership, and stakeholders. Manages all programmatic components of PAI and supports other Industry Affiliate programs as needed. 

Under the direction of the Program Manager for Industry Research and Research Strategy and the PAI program leadership, the Program Administrator will oversee communications, event planning and implementation, and related activities. The ideal candidate will have a background managing program operations and planning and implementing activities involving multiple institutions and stakeholders.

This is a half-time term appointment for one year with the possibility of extension.   

For more information about this program, please visit https://pai.seas.harvard.edu/.

Job-Specific Responsibilities:

Program Activities: 

• Oversee planning, implementation, and support for program events, meetings, and activities ensuring alignment with program requirements and membership agreements. 
• Manage administrative records including but not limited to maintaining partnership agreements, monitor member donations and payment schedules (cash and in-kind), and arrange steps for receiving sponsorship funds in alignment with University policies and procedures. 
• Coordinate the execution of membership agreements/contracts across various parties and stakeholders, including external industry partners and internal collaborators (SEAS Leadership, IAP Faculty Directors, the Harvard Office of the Vice Provost for Research, Office of the General Council, Development Office, Finance, and Research Compliance teams).
• Monitor membership agreement timelines and initiate renewals in coordination with SEAS faculty/leadership, the Harvard Office of the Vice Provost, the Development Office, and Finance team. 
• Develop and monitor program budget, ensuring expenses stay within budget. Process financial transactions. Handle membership invoicing in partnership with SEAS faculty/leadership and Finance team.
• Support faculty directors by scheduling and organizing program activities including member/prospect meetings, advisory board meetings, and annual conferences. 
• Develop and maintain onboarding materials and guidelines for welcoming new industry members to the program. 
• Develop program reports, stewardship materials, brochures, and briefing documents. 
• Build and maintain a list of contacts, prospects, and key stakeholders for the program. 
• Assist with hosting visitors, meetings, seminars, events, and other activities as needed. 
• Remain informed about University policies and procedures and related research topics and industry trends. 

Communication: 

• Update websites, compile research reports and program materials, and handle program outreach. 
• Develop and produce event and meeting materials including signage, brochures, and other materials.
• Collaborate with leadership team and contribute to creative communication materials and strategies. 
• Ensure all communications align with program guidelines, requirements and faculty vision. 
• Remain informed about Har