Coordinator for Academic Programs

About the job

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 Radcliffe Institute?

The Radcliffe Institute for Advanced Study at Harvard University, known colloquially as Harvard Radcliffe Institute, is one of the world’s leading centers for interdisciplinary exploration. We bring together students, scholars, artists, and practitioners to pursue curiosity-driven research, expand human understanding, and grapple with questions that demand insight from across disciplines.

The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library documents the lives of American women of the past and present for the future, furthering the Institute's commitment to women, gender, and society. The Emerging Leaders Program is a youth leadership development program partnering local high school sophomores with Harvard undergraduates in a mentoring relationship.

The Institute’s work is shaped by its history as the former Radcliffe College—a school founded to ensure that the standard of education embodied in Harvard was accessible to women, who were then excluded from the University. But the legacy of Radcliffe College is not simply coeducation at Harvard; it is the recognition that universities will always be greater when they draw wisdom and talent from the widest possible pool.

Take a look at this video to get different staff perspectives on working at Harvard Radcliffe Institute!

Job Description

Reporting to the Associate Dean for Academic Programs, the Coordinator for Academic Programs provides high-level administrative, programmatic, and project coordination support for the Academic Programs Office. The position manages complex and confidential administrative responsibilities while coordinating academic initiatives and cross-functional projects that advance Radcliffe’s mission and strategic priorities.

Working in an environment with multiple and competing priorities, the Coordinator anticipates needs, organizes information, monitors deadlines, supports decision-making, and facilitates communication among faculty, students, staff, Institute offices, and University partners. The position requires strong judgment, organization, attention to detail, discretion, and the ability to move projects forward collaboratively.

Job-Specific Responsibilities:

Administrative Support — Approximately 50%

• Provides comprehensive administrative support to the Associate Dean for Academic Programs, including calendar management, meeting coordination, travel arrangements, preparation of briefing materials, and follow-up on commitments.

• Coordinates meetings and activities for faculty advisory councils, working groups, student engagement groups, and other academic committees; prepares agendas and materials, records minutes, and tracks follow-up items.

• Serves as a key point of contact for the Academic Programs Office and supports effective communication among faculty, students, staff, Institute offices, and University partners.

• Maintains office systems, records, calendars, faculty appointment information, shared files, and the Academic Programs Office SharePoint site.

• Supports routine financial and administrative operations, including expense reporting, purchasing card transactions, budget monitoring,  and reconciliation of assigned accounts.

• Drafts correspondence, memoranda, reports, presentations, and other materials; handles confidential information with discretion and performs related administrative duties as assigned.

Project and Program Coordination — Approximately 50%

• Supports the Associate Dean and program directors in planning and coordinating academic priorities, strategic initiatives, and cross-programmatic projects.

• Organizes and maintains project plans, timelines, deliverables, action-item trackers, and other tools to support the successful completion of assigned initiatives.

• Coordinates projects and workflows across academic departments, programs, Institute offices, and University partners, ensuring that information, decisions, and materials move forward in a timely manner.

• Monitors project progress, deadlines, dependencies, risks, resource needs, and outstanding issues; provides updates and identifies matters requiring attention or escalation.

• Supports annual and multi-year planning, faculty engagement efforts, student engagement initiatives, evaluations, and reporting by gathering information, conducting research, and preparing analyses, briefings, and recommendations.

• Assists with project and program communications, assessment, documentation, and continuous improvement related to Academic Programs Office initiatives.

Supervisory Responsibilities:

N/A

Working Conditions:

• Work is performed primarily in a professional academic and administrative office environment, with regular interaction with faculty, students, staff, senior leaders, Institute offices, and University partners.
• The position operates in a high-profile, collaborative, and deadline-driven setting with multiple and competing priorities.
• The work environment includes frequent meetings, ongoing communication, interruptions, and the need to handle confidential information with discretion and sound judgment.
• Occasional work outside standard business hours may be required to support meetings, programs, events, or time-sensitive academic initiatives.

Physical Requirements:

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is primarily performed in an office environment and requires extended periods of sitting and working at a computer, with regular use of a keyboard, mouse, telephone, and other office equipment.
• Work involves extended periods of concentration, managing multiple tasks, and responding to frequent interruptions and changing priorities.
• Requires the ability to communicate effectively in person, by telephone, and through electronic platforms.
• Regularly moves throughout the office, Institute facilities, and campus to attend meetings, coordinate events, and collaborate with faculty, students, staff, and University partners.
• May occasionally lift, carry, or transport office supplies, meeting materials, files, or equipment weighing up to approximately 40 pounds.
• May require occasional standing, walking, bending, reaching, or setting up materials for meetings and events.
• Flexibility to adjust work schedule will be required.

Qualifications

Basic Qualifications:

• Bachelor’s degree or an equivalent combination of education, training, and relevant experience.

• Three or more years of relevant experience in administrative support, program coordination, project coordination, higher education, or a related office environment. Education beyond high school may count toward relevant experience.

• Demonstrated experience coordinating multiple priorities, deadlines, meetings, or projects.

• Proficiency with Microsoft Office or Microsoft 365 applications, including Word, Excel, PowerPoint, and Outlook.

• Ability and willingness to learn and use additional administrative, project-management, financial, and information-management systems.

Additional Qualifications and Skills:

This position requires a team player with a strong customer service orientation and a willingness and ability to work with multiple groups across the Harvard Radcliffe Institute campus providing administrative and project management support in a high-profile environment with tact and diplomacy.

Success in this position is determined by:

• Demonstrated customer service orientation, with the ability to respond to inquiries, anticipate needs, build positive relationships, and provide timely, professional, and solutions-oriented support to internal and external constituents.

• Experience coordinating work across multiple departments, programs, offices, or stakeholder groups.

• Familiarity with project-management practices, including maintaining timelines, action-item trackers, work plans, status updates, or related tools.

• Experience supporting budgets, expense reporting, purchasing, grants, or financial documentation.

• Experience working with faculty, students, senior leaders, external partners, or advisory groups.

• Experience with Salesforce, SharePoint, Microsoft Teams, or comparable database, collaboration, or project-management systems.

• Interest in and ability to learn new technologies and administrative systems quickly.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Employment
• Other Information: Cover Letter:

Please note that cover letters are required for every application for a position at the Radcliffe Institute. Please uploaded as instructed in the online applicationas an additional document.

Interviews:

We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process.

Flex Work Note:

This is a hybrid position that requires regular onsite work at Harvard’s Cambridge, Massachusetts campus. Because the role coordinates closely with academic department leaders, faculty, staff, and University partners, regular in-person presence is important to support collaboration, relationship-building, meetings, and the timely coordination of Academic Programs Office initiatives. The specific hybrid schedule will be determined in consultation with the hiring manager.

Any remote work must be performed from a state in which Harvard is registered to do business: California,* Connecticut, Georgia, Illinois, Massachusetts, Maryland, Maine, New Hampshire, New Jersey, New York, Rhode Island, Virginia, Vermont, or Washington.

Flexible and remote work arrangements may be discussed in accordance with Harvard’s Flexwork Policy.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.