Program Assistant, Fellowship and Leadership Development Programs (Staff Assistant III)
May 31, 2018
USA - MA - Cambridge
The Center for Public Leadership is looking for a Program Assistant for Fellowship and Leadership Development Programs to join a growing and dynamic operations team. The ideal candidate is a self-starter and open to learn and grow in the role.
The Program Assistant will provide administrative support for fellows and leadership development programming, including fellows programs for 100+ promising emerging leaders and leadership development offerings available to the full Harvard Kennedy School student body of almost 1,000 students. This position reports to the Senior Program Manager for Leadership Development and the Senior Fellows Operations Program Manager.
In general, responsibilities include providing fellowship and leadership development staff with administrative support: assisting with registration for leadership development programming and supporting the fellowship selection process; scheduling vendors; making reservations for guest speakers for fellows and leadership development programming; booking travel for speakers and for fellows' field experience trips; and paying invoices. Specific duties include:
Clerical support and reception as needed
Prepare financial reimbursements and vendor payments
Maintain database systems, list-servs and calendars
Update fellows-related websites
Provide logistical support for annual fellows retreat; two multi-day field experience trips a year for fellows
Work closely with the Fellows Operations Coordinator in supporting fellowship selection process and summer internship funding:
Gather, organize and print confidential application materials for CPL summer internship funding
Arrange travel and in person interview schedules for fellowship finalists
Prepare and distribute photocopies of applications for selection committee members
Receive and organize recommendation materials
Coordinate correspondence with applicants regarding notification of fellowship awards
Duties & Responsibilities continued in Additional Information Section
CPL Fellowships Team Responsibilities:
Assist in production of fellows profile book, developing and implementing process to gather pictures and narratives of each fellow, preparing profile book for production, and dissemination to donors and key program partners.
Support and execute summer internship funding requests with direction from Senior Program Manager and process reimbursements or invoices for different fellows as needed
Assist with tasks as necessary for the Walker Study Group
Serve as primary point of contact of fellowship activities for graduate fellows, requiring: excellent interpersonal skills;
ability to lead meetings and facilitate conversations;
writing and sending weekly emails communicating upcoming cocurricular workshops and other relevant events, opportunities, etc.;
acting as a liaison to the fellows to further their path to leadership in public service; and
serving as a resource to the fellows on opportunities while at Harvard and beyond.
CPL Leadership Development Team Responsibilities:
Provide administrative support to execute leadership development events including:
booking event space;
entering catering/food orders;
managing vendor contracts such as hotel, venues, etc.;
preparing name tags, table tents, labels, packets and other materials for various events;
creating Knet and Harvard Gazette advertisement for LD events and
working with audio and visual (AV) support or media services for presentations and various room set-up requirements.
Provide administrative support to LD operations including student reimbursements from trips and events, printing and copying of LD documents and collaterals, flight and hotel bookings for guest speakers, room bookings for LD sessions and programming and their corresponding food orders for sessions, workshops and open DLFE sessions.
With direction from the Senior Program Manager for Leadership Development, assist in the selection process for all LD programs including drafting the call for applications and the surveymonkey questionnaire and evaluations and sending them out to the participants of LD programs
Serve as point of contact of the LD team for faculty-led and practitioner workshops and Dubin Leadership Field Experience (DLFE) including drafting and sending acceptance rejection letters and other related documents, and other tasks related to the DLFE
This position is a benefits-eligible term appointment ending one year after date of hire with strong possibility of extension.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
2 years of relevant administrative or event-focused work experience.
Bachelor's degree or equivalent experience strongly preferred. Event planning experience preferred. Must possess excellent problem-solving skills, as well as writing, editing, and verbal communication skills. Excellent customer service skills required. Must be able to handle several projects simultaneously, prioritize tasks from multiple sources, and meet frequent deadlines. Ability to work both independently and as a member of a team in a fast-paced environment is essential. Excellent interpersonal skills, including ability to act as a representative for CPL to external audiences. Infrequent travel may be required. Must be available to work evenings as needed.
Successful candidates will possess strong interpersonal, organizational and communication skills, the ability to prioritize and handle a wide range of tasks and projects simultaneously, good judgment, strong initiative and problem-solving skills, and strong attention to detail.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 45704BR
About Harvard University
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.