Graduate Program Administrator for Chemical Biology

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Chemical Biology PhD Program is an interdisciplinary graduate program that draws on faculty and resources across the Faculty of Arts and Sciences, Harvard Medical School, and affiliated research institutions. The program provides rigorous training at the interface of chemistry and biology, preparing students for careers in academic research, industry, and related fields.

The Chemical Biology Program Administrator provides comprehensive academic and administrative support for the Chemical Biology PhD Program. The position reports to the Director of Cambridge Science Graduate Programs and works closely with the program’s two faculty co-directors to support and advance the academic goals of the program.

Serving as the primary administrative contact for graduate students, faculty, and key University partners, the Program Administrator is responsible for the day-to-day administration of the program across the full student lifecycle — from admissions and enrollment through degree completion and alumni outcomes. The Program Administrator works closely with GSAS, FAS, Harvard Medical School, and other central offices to ensure effective program operations, policy compliance, and a high-quality graduate student experience.

Job-Specific Responsibilities:

Graduate Program Operations and Student Support

• Serve as the primary administrative resource supporting enrolled Chemical Biology PhD students from matriculation through degree completion.
• Advise students on program requirements, academic milestones, and administrative processes in alignment with program policies, the Chemical Biology student handbook, and GSAS policies.
• Track and maintain student progress toward degree milestones — including coursework, qualifying exams, research rotations, dissertation advising, and graduation — using University systems such as My.Harvard.
• Maintain accurate student records and ensure timely submission of required documentation to GSAS and other University offices.
• Maintain and update the Chemical Biology student handbook in coordination with the program’s faculty co-directors, ensuring alignment with GSAS policies and current program practices.
• Maintain and update the program website and associated student-facing materials, ensuring information related to program requirements, policies, forms, and timelines is accurate and current.
• Serve as a point of contact for student questions related to program processes, policies, and available University resources, referring students as appropriate.

Admissions and Recruitment

• Coordinate and support the PhD admissions process for the Chemical Biology Program in collaboration with the faculty admissions committee and GSAS.
• Manage administrative aspects of the application process using the University’s admissions system (Slate), including application tracking, scheduling, and applicant communications.
• Support faculty admissions committee meetings and review processes by preparing materials, schedules, and documentation.
• Organize and support on-campus and virtual interview activities, including interview schedules, visit days, and recruitment events.
• Assist with the preparation of admissions data, summary statistics, and reports as needed.

Academic and Curriculum Support and Community Events

• Provide administrative coordination and logistical support for program-specific academic activities, including seminars, workshops, and first-year program courses.
• Coordinate logistics for program-led academic sessions, including room scheduling, speaker coordination, food or refreshments as appropriate, and on-site support.
• Plan and coordinate program events, including orientation, retreats, student-faculty gatherings, and commencement-related activities.
• Support efforts to foster a strong sense of community, belonging, and engagement among Chemical Biology PhD students.
• Provide logistical support for faculty, students, alumni, and invited guests participating in program events and activities.

Financial Management, Reporting, and Program Assessment

• Assist with fellowship nominations and related documentation.
• Monitor and track the Chemical Biology program budget across program activities (e.g., admissions, recruitment events, retreats, academic programming), including budget-to-actuals tracking, in coordination with faculty leadership and appropriate finance partners.
• Provide administrative support for the preparation, submission, and ongoing administration of the program’s NIH training grant (T32), including coordination and collection of required data and materials, support for required progress reports, and ongoing tracking and compliance activities across the grant’s funding period.
• Maintain program records and data related to admissions, enrollment, student progress, demographics, and alumni outcomes.
• Prepare reports and analyses for program leadership, GSAS, and other stakeholders as requested.

Working Conditions:

This position requires periodic travel between the Cambridge and Longwood Medical Area campuses to support program activities, events, and student engagement across both locations.

The role is expected to be primarily on-site, with an anticipated in-office presence of four days per week on average, recognizing that this may vary depending on program needs, seasonal workload, and scheduled events

Occasional evening or extended hours may be required during peak periods such as admissions, orientation, and major program events.

This position requires occasional (national) travel for recruitment conferences or (local) travel for program retreats.

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required.
• Minimum of three to five years of relevant experience in academic administration, student services, or a related field.

Additional Qualifications and Skills:

• Experience supporting graduate or professional degree programs, preferably in a science-intensive academic environment.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to work effectively with faculty, students, and administrators across diverse units.
• Ability to interpret and apply academic policies and procedures with sound judgment and discretion.
• Experience with student information systems and administrative databases preferred.

• 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: 

• All formal offers will be made by FAS Human Resources.

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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 056. 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.