Faculty Assistant and Program Coordinator

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 Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

The high-profile and high-energy Program on Science, Technology and Society (STS) at the Harvard Kennedy School (HKS) provides unique resources through research, training, and public events for coping with the multiple societal challenges posed by scientific and technological innovation. 

The Faculty Assistant and Program Coordinator will work directly with faculty director Professor Sheila Jasanoff to make valued contributions in support of her teaching, speaking engagements, events and collaboration with other schools at Harvard and external organizations. The Faculty Assistant and Program Coordinator will play a key role in managing scheduling, communications, course development, and travel arrangements for Professor Jasanoff and her work with STS as well as coordinate all events for the program.

Specific duties include: 

Operations (20%) 

• Prepares and maintains all aspects of program operations including human resources and financial management and all events and conferences; trains graduate student and undergraduate assistants, handling appointments, assigning work, maintaining schedules, and ensuring work is completed in a timely manner. 
• Coordinates application processes for incoming international and national postdoctoral fellows; interfaces with applicants and candidates; communicates the Faculty Director’s decisions on selection to candidates; handles all paperwork for fellow appointments; troubleshoots issues such as visa requirements. 
• Under the direction and guidance of the Faculty Director, prepares and maintains budgets; monitors progress toward defined budget expenditures from a variety of funding sources. 
• Maintains and updates primary program websites (including sts.hks.harvard.edu, stsprogram.org/sdn, and the Director’s personal website (sheilajasanoff.org); publicizes events through internal and external mechanisms, including email campaigns and social media; assigns web work to fellows and graduate students as appropriate; anticipates and coordinates with the Executive Director on long-term web improvement projects; liaises with HKS and Harvard University Information Technology (HUIT) staff to ensure smooth operations, including Director’s IT needs. 
• Coordinates all meetings of the Science and Democracy Network, an international academic network with more than 500 members; including weekly announcements, logistics for the Network’s annual meeting (held biennially in Europe), drafting calls for abstracts, coordinating with international partners, and managing registration and fee collection; serves as the Network’s primary point of contact, maintaining membership services, preparing and distributing weekly announcements to the mailing list in consultation with the  with the Faculty Director; and supports meetings of the Network’s Governing Council as needed. 

Faculty & Administrative Support (25%) 

• Work closely with the Faculty Director to prepare course materials, develop and maintain Canvas course pages, ensure materials and Canvas pages meet digital accessibility standards, and perform other duties as needed. 
• Coordinate office hours, liaise with course assistants, and field student inquiries. 
• Process reimbursements, corporate card, invoices, and other expenses, for Faculty Director as needed. 
• Coordinate travel arrangements for Faculty Director as needed. 

Conference and Event Management (40%) 

• Oversees all logistics of events and conferences including communication with speakers and travel arrangements; delegates staffing needs to students and fellows; manages facilities, catering, amenities, and meeting materials; negotiates with media services, hotels, caterers and vendors to stay within budgets as agreed with the Director. 
• Serves as lead organizer for collaborative events; liaises with faculty, staff, and fellows at the Harvard Data Science Initiative (HDSI), Harvard Law School (HLS), the Harvard University Center for the Environment (HUCE), the Graduate School of Arts and Sciences (GSAS), the Graduate School of Design (GSD), the School of Engineering and Applied Sciences (SEAS), and the Weatherhead Center for International Affairs (WCFIA), on the Science and Democracy Lecture Series, the weekly STS Circle seminar series, and additional collaborative events and conferences. 
• Under the direction of the Faculty Director, administers predefined events budgets, including contributions from collaborating institutions, follow up on payment, and ensure expenses are reconciled in a timely fashion. 

Academic and Research Administration (15%) 

• Updates and maintains all relevant administrative systems and procedures including the Graduate Secondary Field registration system, fellowship application process, and other recurrent reporting and communication systems. 
• Typically serves as principal administrative contact for visiting research fellows, graduate students, the Program's Harvard collaborators (including HUCE, SEAS, WCFIA, HLS, HDSI, and GSAS), RAO, OSP, HR, and CUHS as well as external constituencies, including federal funding agencies, and faculty and students at other universities. 

Basic Qualifications:

• Two+ years of experience managing research and/or academic programs at the graduate level.   

Additional Qualifications and Skills:

• College degree preferred.
• Excellent organizational skills with demonstrated ability to prioritize work in an environment with multiple and competing interests frequently under deadline pressure.
• Demonstrated experience and/or training in sponsored research administration, preferably with federal grants. Excellent interpersonal, and communication skills. Ability to work independently with limited day-to-day supervision.
• Ability to handle complex and confidential information with discretion.
• Proficiency using a variety of computer software and systems, including Harvard Financial Systems.
• Preferred web skills include familiarity with WordPress, Mailchimp (for email campaigns), Zoom, Slack, and Vimeo.

• Appointment End Date: Full benefits eligible term appointment, one year from date of hire, with the possibility of renewal.
• 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
• Other Information: This position is based on campus in Cambridge, MA and required to work in person at least 3 days/week.
  
  
   

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.