Position Description

• Manage Program's office space; serve as a first point of contact for students, staff, faculty, and visitors
• With minimal supervision or oversight, lead internal and external communications including the MD-PhD Inbox (through which all current and prospective student correspondence is routed) and telephones
• Manage office inventory including ordering, organizing, and maintaining adequate supplies inclusive of branded merchandise
• Coordinate multiple complex calendars
• Organize and maintain administrative systems and procedures most especially those essential to facilitating students' timely progression through Program, e.g., new student record creation, advisor meetings, dissertations defenses, student withdrawals, and graduating students

• Lead donor recognition efforts
• Prepare correspondence to key stakeholders including alumni, donors, faculty, students, etc.
• Create graphic design for invitations, gifts, and presentations
• Manage Program's online presence inclusive of ongoing website review and maintenance; prepare social media content

• Share responsibility for planning and executing events including:
• Formal flagship events, e.g., MD-PhD Retreat, Women's Dinner, Social Science Dinner, Graduation
• Dinner, Summer Picnic, Holiday Party
• Paracurricular events, e.g., MD-PhD evening series, residency panel
• Community-building events, e.g., study breaks, wellness activities, movie nights

• Support key admissions-related activities inclusive of applicant interviews, faculty reporting, Admitted Student Preview Days, New Student Orientation, and recruitment events

• Working hand-in-hand with Program's Executive Director of Administration and Operations,
• support office hiring and recruitment efforts
• Support creation and execution of new staff onboarding processes inclusive of systems overviews, IT procurement, socialization, networking, etc.

Financial Management/Grant Administration

• Lead alumni tracking efforts for purposes of NIH reporting
• Process invoices and reimbursements; train and onboard new and existing staff in Buy2Pay and Concur systems
• Process NIH activation and termination notices for the Program's training grants

Additional duties as needed

Basic Qualifications

College background; three or more years of related experience (education may count towards experience).

Additional Qualifications and Skills

• College Degree preferred
• Proficient with Microsoft Office, Adobe Professional, FileMaker Pro, InDesign, and web publishing tools
• Demonstrates effective writing, communication, interpersonal, time management, and project management skills
• Has experience and enjoys working with a culturally diverse population
• Works both independently with minimal supervision and as part of a small team
• Goes above and beyond the call of duty to ensure smooth teamwork and an excellent student experience and provides responsive and detail-oriented support in a high-volume, service-driven environment
• Has experience with event planning and website maintenance

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Benefits

We invite you to visit Harvard's Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format

Hybrid (partially on-site, partially remote)


Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values


EEO Statement
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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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