Program Specialist, Executive Education

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About Us:

Harvard Business School Executive Education brings together senior executives from the world’s most influential organizations, preparing them to reach the next level for their organizations and for themselves. Working closely with HBS’s world-class faculty, we design and deliver programs for individuals and for organizations, welcoming over 12,000 participants annually from over 130 countries. Programs range from a few days to multiple weeks. Most programs are delivered on the HBS campus, where participants live, learn, and dine together in dedicated Executive Education residences and facilities. Our programming includes in-person, virtual, and blended (combining both in-person and virtual learning) options. The Executive Education department consists of open enrollment, global, and custom program portfolio management; guest services; marketing; corporate sales; program operations; technology services; human resources; enrollment and admissions; and finance.

Job Summary
Working as a member of the Executive Education program delivery team, the Program Specialist will work both collaboratively and independently to efficiently support the overall business of coordinating and delivering programs, through new and ongoing process improvement projects, new and ongoing staff training initiatives, and program coordination.

Reporting to either the Assistant Director, Program Delivery Operations, or the Senior Associate Director, Program Delivery Operations, the Program Specialist will be assigned a primary responsibility that will focus on either training initiatives or process improvement initiatives, in addition to program coordination and additional projects as assigned.

Position Description

Process Improvement Projects:

• Serve as process experts for the group, including assessing processes that are used across program delivery, identifying the need for new processes, while monitoring and updating current processes as necessary. Projects may include technology initiatives, operations, internal and external partner support, and other assigned projects.
• Serve as a member of the program delivery logistics committee.
• Coordinate and lead team-wide best practice meetings.
• Develop a resource/system for communicating and tracking new and updated processes across the broader delivery team.
• Manage departmental efforts for making all digital documents accessible, in line with University standards.
• Lead group of delivery staff on the program delivery exercise committee, building out, updating, and maintaining documentation related to experiential learning in Executive Education programs.

Training Initiatives:

• Collaborate with Assistant Director and Program Managers to determine the appropriate training timeline for new hires, including scheduling and monitoring training sessions.
• Drive the process and coordinate all training documentation, working with the “trainers” (members of the Program Coordinator team, and other staff across ExEd) to ensure a consistent and successful onboarding experience.
• Staff the Program Delivery Learning Lab, providing instruction on all program-related tasks.
• Partner with Executive Education IT team as subject matter experts in developing eLearning courses for new staff.
• Engage with new hires through their first program to reinforce learnings and serve as a resource.
• Review current training methods and analyze new formats that may provide greater impact for staff.

Program Coordination and Management:

• Coordinate and deliver programs, working across various teams and portfolios, based on schedule needs.
• Serve as an Online Facilitator (OLF) across programs, as assigned.
• Manage and lead small program engagements, including executive committee programs, and other one to two-day programs.
• May manage a program, an activity, or subset of responsibilities within a program, with oversight of the Associate Director and/or Program Manager

Additional Responsibilities:

• In partnership with the program specialist team, manage the program delivery team shared inbox, responding to inquiries prior to team assignments, while triaging other inquiries to the appropriate team and/or ExEd department
• Supervise, guide, and mentor, program delivery LHT staff (part-time program assistants)
• Oversee the program delivery summer intern program including hiring, partnering with the delivery teams to implement a process for assigning work, managing workload across teams, and providing ongoing feedback.
• Facilitate post program communication and action steps for ExEd certificate programs (Certificate of Management Excellence, Corporate Director Certificate, Digital Transformation Certificate)
• Focus on building relationships with directors and constituents across ExEd.
• Serve on committees within program delivery and/or as representative of the program delivery team as appropriate.
• Lead other projects assigned at the discretion of the Assistant Director.
• Flexible schedule necessary, including long hours, and weekend work in support of programs; possible travel
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
• Perform other duties as assigned.

Working Conditions:
Ability to work extended overtime hours (including some evenings and weekends) is a must while programs are in session.

Basic Qualifications:

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills:

• The ability and comfort handling real time service-related interactions with faculty, participants, clients, and colleagues is paramount in this role.
• Requires a team player with a willingness and ability to work with multiple groups within Executive Education and across campus in a fast-paced, high-energy environment.
• Must have excellent customer service, organization, and event management skills.
• Highly motivated, organized, possess the ability to juggle multiple priorities, and take initiative.
• Must be able to work both independently, and as part of multiple teams, manage their time efficiently, and keep others abreast of their work.
• Must be flexible, energetic, diplomatic and detail oriented.
• Strong communication skills a must.

• Standard Hours: This is a 40 hours/week, overtime eligible position.
• Expected Offer Range: $77,000 - $79,000 annually, commensurate with experience.
• Visa Sponsorship: Harvard University is not able to provide visa sponsorship for this position.
• Pre-Employment Screenings: Identity check
• Other Information:
  • This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of assigned programs when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
  • A cover letter is required to be considered for this opportunity.
  • Interviews may be conducted virtually (via Zoom) or in person.

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 055. 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.