Reporting to the Assistant Director of Program Operations (ADPO), the Sr. Program Specialist is a member of a fast-paced, customer service-oriented team in the Professional Education (PPE) unit at the Harvard Graduate School of Education (HGSE), which serves more than ten thousand educators in early childhood, K-12, and higher education around the world each year through a diverse portfolio of professional learning offerings.
The Program Specialist owns and manages a portfolio of professional education programs, products, and services, and supports the development, management, delivery, and review phases of both on-site and online programs. Managing varying programs at a high-level, and also on the ground through in-person delivery, The Specialist will work with cross-functional PPE teams (including Program Directors, Admissions, Marketing, and Finance) to ensure deadlines are met and prepare programs for delivery throughout their life cycles. The Specialist is responsible for ensuring a standard of exceptional customer service to faculty and program participants. In a team-lead role, the Specialist will work with assigned Program Coordinators or Senior Program Coordinators for each program iteration. May have dotted-line managerial relationship to Program Coordinators and Senior Program Coordinators.
Specific responsibilities include:
In collaboration with the ADPO, marketing team, and individual Program Directors, ensures that dates are set for upcoming program offerings in future cycles.
Schedules and facilitates necessary program-related meetings, including launch meetings, debrief meetings, faculty planning meetings, and walkthroughs with campus partners including Operations, IT, TLL, and Catering.
Updates PPE Marketing and Admissions team with all confirmed program faculty and program goals.
Reviews budget assumptions from previous program iterations and makes recommendations for next cycle. Monitors and reconciles delivery-related program expenses; flags and follows up on missing invoices. Processes all invoices and faculty reimbursements. Reviews and processes PCARD transactions in accordance with HU and PPE policies.
Coordinates with Program Directors and Finance Team to ensure faculty and instructional production timelines are met and adhere to requirements for successful delivery. Enters faculty hiring and session information in Faculty Database. Routes Compensation Report internally for review and approval. Reviews and validates session and compensation post delivery.
In collaboration with the Educational Chair and Program Director, manages invitations to program faculty, guests, and facilitators. In coordination with the program schedule, manages faculty availability and works with the team to determine if additional faculty or topics are required.
Ensures completion and organization of all program related production, including program websites, readings and assignments, digital and printed program materials, copyright permissions, premiums, signage, evaluations, program space and special-event venues, media and IT services, catering, transportation, school visits, tours, and other program-related activities.
Maintains strong relationships with key partners across the School and other PPE departments with whom collaboration is essential for successful program delivery. Represents the needs and goals of program portfolio in internal and external meetings.
Oversees program delivery activities from registration to closing; actively manages classroom and other program spaces, and provides customer-service support to faculty and participants on-site and online.
Reviews program evaluations and identifies areas for improvement and efficiency.
Delegates work to Program Coordinators and student interns, offering guidance as necessary and ensuring the satisfactory completion of assigned tasks.
Assists with other projects and work as necessary.
HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.
HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school. We do this by:
Hiring and retaining staff reflecting the diversity of those we serve;
Providing employees opportunities to learn, grow, and be challenged;
Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
Communicating transparently and respectfully; and
Fostering an inclusive, respectful, and professional work environment
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
About the Harvard Graduate School of Education
Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu
Salary Grade: 056
Union: 55 - Hvd Union Cler & Tech Workers
BA/BS required; minimum of 4 years of related experience.
Strong program management practices.
Experience using and proficiency with databases, MS Word, Excel, PowerPoint.
Ability to work evenings and weekends, particularly during the summer. Must be able to work overtime hours in the mornings, evenings and on weekends as required for program delivery, predominantly during the summer. Due to our rigorous program schedule, we are generally not able to approve planned time off during our busy operational period from May to mid-August.
Must have the physical ability to lift and move materials and furniture, up to 20 lbs.
All applicants must submit a cover letter and resume / CV to be considered.
Experience managing budgets; excellent interpersonal skills and a strong customer-service orientation required; outstanding attention to detail in service delivery; ability to mentor and help others develop their professional practice; excellent oral and written communication skills; demonstrated ability to lead diverse teams, as well as to work in a matrix organization / collaborative environment to achieve agreed-upon objectives for multiple stakeholders; ability to thrive in a dynamic, improvement-driven environment. Experience leading a customer-service focused organization or unit preferred.
Skill in delegation, fostering collaboration and cooperation, and the ability to foster a culture of distributed decision-making and problem-solving. Capacity for flexibility and adaptability within a changing work environment. Must work well under pressure, managing multiple responsibilities and establishing priorities under changing conditions; takes initiative in a deadline-oriented environment. Familiarity with Harvard and/or the education sector preferred. Comfort with public speaking, specifically in addressing groups of program participants.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 51547BR
About Harvard University Graduate School of Education
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.