Coordinator II (Senior Program Coordinator)

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Why join the Harvard T.H. Chan School of Public Health?

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Job Summary:

The Center for Communicable Disease Dynamics (CCDD) at Harvard T.H. Chan School of Public Health is focused on improving methods for mathematical modeling and statistical inference on infectious disease data, engagement with policy makers to use the results of transmission dynamic studies to improve decisions, and outreach to multiple constituencies to provide education about communicable disease dynamics, tools for their analysis, and opportunities for interaction with scientists in the field. Founded in 2009 by Director, Prof. Marc Lipsitch, CCDD has contributed to an improved local, national and international response to the 2009 H1N1 and COVID-19 pandemics, expanded methodology for interventions targeting communicable diseases, and made substantial advancement in our understanding of the mechanisms of seasonality of influenza, among many other achievements.

The Senior Program Coordinator (SPC) will serve as the lead administrator for CCDD (50%) and will support research activities for Prof. Imai-Eaton's research portfolio (50%). The position exercises a high degree of independence and ability to manage diverse responsibilities with minimal direction.

Job-Specific Responsibilities:

Center-level Administration and Operations (50%)

• Serves as principal administrative contact for CCDD members (faculty, trainees, students, and staff) and liaison for internal (Epi Dept, school, and university) and external (vendors, visitors, etc.) contacts.
• Independently manages Center-level meetings and events including budget oversight, space, catering, A/V, communications, speaker travel and trip coordination, on-site event management, vendor contracts, and event evaluations. Works with faculty and researchers to develop agendas, speaker invitations, and technical content.
• Manages CCDD’s physical space and administrative systems including updating the contact database, Slack workspace members, and maintaining guidance documents on Center operations.
• Performs corporate credit card reconciliations and processes reimbursements for faculty, guest speakers, postdocs and students; assists with payments for publication fees and poster printing.
• Support with grant reporting requirements and/or proposals as needed under the direction of Center PIs.
• Works with Department of Epidemiology administration to manage Harvard Sponsored Roles; liaise with collaborators to obtain up to date information for creating new appointments, extending appointments and updating status.
• May oversee work of support staff, students and/or casuals; trains, schedules and distributes work to students, casuals, and non-overtime-eligible employees.
• May assist Department administration with recruitment for staff and/or academic personnel for the Center including on/off-boarding logistics, preparing and position postings, etc.

Imai-Eaton Research Portfolio Coordination (50%)

- Research Program Operations

• Provide project management support to Dr. Imai-Eaton's research team in 1:1 agenda setting, workplan development, and achievement of milestones as they relate to project deliverables.
• Manage implementation of study protocols, including submissions to Harvard Longwood IRBs, establishing Data Use Agreements (submissions, tracking, updates and renewals) monitoring study milestones, and facilitating communication and updates among research team, and reporting to study oversight (e.g. IRB, steering committee), funders, and stakeholders.
• Manage communications among partners including oversight of the process of receiving updates from subcontractors and compiling information for funder reporting. Draft or review project updates, reports and other communication materials.
• Serve as point of contact and route Harvard IT-related inquiries to the appropriate departmental and school resources.
• Arrange travel for Center guests, including flights and travel bookings, process reimbursements and per diems in accordance with Harvard policies.
• Support project-level meeting logistics, communications and coordination, including scheduling, A/V support, preparing and distributing agendas and minutes, and tracking follow-up and assigned actions.
• Work with Department of Epidemiology administration to facilitate hiring, onboarding, and other logistics for new Harvard staff and academic personnel in Dr. Imai-Eaton's research lab (postdoctoral fellows, researchers. etc.)

- Research & Financial Administration

• Ensure all regulatory compliance is up to date and research protocols are strictly followed.
• Ensure compliance with funding terms and conditions, and university policies
• Oversee sub amendment processes and track payments to sub awardees

Performs other duties as assigned

PLEASE NOTE: This position has a term appointment of one year from the date of hire with the possibility for extension.

Basic Qualifications:

• 5+ years of related experience; a combination of education and experience may be considered

Additional Qualifications and Skills:

• Bachelor’s degree strongly preferred.
• Prior experience managing and coordinating collaborative projects or initiatives
• Competency using a variety of computer software including MS Office, Google Workspace, Slack, Zoom, Canva, and WordPress.
• Excellent interpersonal and communication skills.
• Works well independently with minimal supervision.
• Handle complex and confidential information with discretion.
• Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests.
• Proven project and/or program management skills.
• Strong interest in public health and related areas.

• Appointment End Date: One year from date of hire
• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country! 

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions. 

• Harvard University requires pre-employment reference checks and background screenings. 

• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers. 

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 

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.