Job Summary:

The Academic Programming Coordinator supports the planning and delivery of a wide range of academic and non-degree programming, including faculty-led academic conferences, book talks, panels, certificate programs, and Professional & Lifelong Learning (PLL) offerings across the academic year, January term, and summer sessions.

This role is responsible for coordinating program logistics, supporting faculty and participants, and ensuring seamless execution of both in-person and virtual programs. The Coordinator plays a key role in delivering a high-quality participant experience while maintaining operational excellence and attention to detail. The position also serves as backup administrative support for teams within the Dean’s Office and Academic Affairs.

Essential Responsibilities: (other duties may be assigned)

Program & Event Planning and Delivery

• Coordinate and support academic programming requested by faculty, including conferences, lectures, panels, and related events.
• Assist in the planning and execution of PLL, Summer Language Program (SLP), and other non-degree and certificate programs.
• Prepare, print, assemble, and distribute program materials with strong attention to detail.
• Manage logistics for on-campus, online, and off-site programs, including shipping materials and preparing packing lists.
• Support day-of program delivery, both in person and virtually (e.g., Zoom or online platforms).
• Facilitate live online sessions, including breakout rooms, polls, attendance tracking, and participant engagement.
• Coordinate experiential learning activities, team exercises, and special events.
• Maintain inventory of program materials and ensure readiness for upcoming programs.
• Anticipate and troubleshoot issues during program delivery; provide real-time support to faculty and participants.

Faculty & Stakeholder Coordination

• Work closely with faculty to confirm session details, materials, and classroom or technology needs.
• Serve as a primary point of contact for faculty and participants before, during, and after programs.
• Collaborate with internal departments (e.g., IT/AV, media services, operations, catering, facilities) to ensure smooth program execution.
• Partner with cross-functional teams including Enrollment, Finance, Client Services, and Program Directors.

Participant Experience & Customer Service

• Deliver high-quality customer service to a diverse, often international participant population.
• Communicate clearly and professionally via email, phone, and live sessions.
• Manage registrations, payment coordination, and participant inquiries.
• Provide program orientations and welcome remarks.
• Support participant engagement and enhance the overall learning experience.

Administrative & Operational Support

• Maintain program schedules, participant records, evaluations, and faculty materials.
• Build and manage participant-facing program websites.
• Track enrollment, cancellations, and program data using systems such as Salesforce.
• Process and monitor program-related expenses and purchases.
• Contribute to process improvements and operational efficiencies.
• Provide backup administrative support to Dean’s Office and Academic Affairs teams as needed.
• Supervise temporary staff when applicable.

 

Basic Qualifications:

• Minimum of 3 years of administrative, program coordination, or related experience; (additional education may count toward experience).
• Ability to work flexible hours, including evenings and weekends, during program delivery.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills:

• Associate or bachelor’s degree preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and adapt quickly in dynamic environments.
• Proven customer service orientation and interpersonal skills.
• Ability to work both independently and collaboratively across teams.
• High level of initiative, problem-solving ability, and sound judgment.
• Professional, flexible, diplomatic, and solution-oriented approach.
• Comfort working with technology platforms for virtual learning and events.
• Virtual program facilitation skills.
• *IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship.*

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate: $63,000.00
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

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.