JOB TITLE: Program Assistant
JOB LOCATION: Cambridge, MA Hybrid
WAGE RANGE*:30 - 32/ hour
JOB NUMBER:9848

JOB DESCRIPTION:

The Program Assistant will be responsible for administratively supporting one or more established Harvard programs that serve faculty, staff, students or executive education participants. Provides customer service to those directly served by the program as well as key clients or institutional stakeholders such as employers and corporations, research sponsors, alumni groups, government agencies, community groups, professional and scholarly societies, peer institutions and nonprofits. Responsibilities may include answering phones, providing customer service, maintaining program related data on spreadsheets, preparing program materials such as handouts, binders, nametags, and table tents. Obtains copyright permission for materials. Edits and proofreads documents. Assists with classroom and meeting room set up including AV and catering. Supports special events which may occasionally entail working early or late hours with appropriate overtime compensation.

Provides administrative and clerical support for program registration, admissions and program assessment by tabulating program evaluations and preparing summary reports. Assists with processing continuing education credits. Produces meeting or conference notes upon request. Runs errands when necessary and performs other job related duties as required to support program.

Key skills including high attention to detail, excellent oral and written communication skills essential, quick learner, ability to multitask and handle multiple priorities under strict deadlines and a fast paced environment, intermediate or better proficiency in Microsoft Office (Word, Excel, PowerPoint) and databases. Knowledge of A/V equipment helpful. Customer service orientation essential. Some heavy lifting of program materials and classroom supplies may be required.

The Temporary Department Administrator will be responsible for maintaining the continuity of daily administrative operations and ensuring that all tasks and responsibilities of the regular employee are effectively managed during their absence. This role requires a proactive and adaptable individual who can quickly integrate into our team, contribute to our ongoing projects, and adapt to changing priorities.

SPECIFIC DUTIES AND RESPONSIBILITIES
Collaborate with team members to ensure seamless workflow and project completion.

Work with the executive director on assigned projects including short-term planning, implementation, communication, monitoring, and post-project evaluation.

Act as project manager for exhibition-related planning, collaborating closely with exhibitions, Facilities, and Library staff.

Coordinate the work of student interns, assigning work, monitoring completion, and acting as a resource process questions to them.

Financial Operations:
Ensure accurate processing of transactions in HART, Concur and B2P

Work with department colleagues and finance colleagues for support-oriented budget tasks, like updating the FY26 budget and assisting in budget tracking ; draft contracts, verify transaction accuracy, and prepare financial reports.

Serve as back-up for processing financial transactions.

Work with Finance and Events Departments to monitor coding and budgets for Academic Ventures & Engagement events.

Administrative Operations:
Manage the daily administrative operations of the department as assigned.

Draft, proofread, edit, and prepare regular and mid-year progress reports (financial, programmatic, and administrative) and other documentation and materials, as assigned.

Serve as the primary point of contact for internal and external constituencies on department administrative matters.

Maintain accurate records and documentation as required.

* Monitor departmental record keeping using Salesforce, SharePoint, and other systems according to current established processes.

EDUCATION AND EXPERIENCE
Bachelor's Degree

Proven experience in administrative and financial operations

Strong organizational and time management skills.

Excellent communication and interpersonal skills.

Ability to work independently and as part of a team.

Proficiency in MS Office Suite especially Outlook and Excel. Must have aptitude to learn new technology quickly. Knowledge of Salesforce CRM, and financial applications: CONCUR and Buy-to-Pay is a plus.

SPECIFIC SKILLS
Thorough understanding of budgets, budget preparation, and administrative information systems.

Demonstrated outstanding project planning and management skills.

Ability to handle, prioritize, and complete multiple projects, balance conflicting priorities, and handle confidential information appropriately. Ability to think creatively, flexibly, and collaboratively to achieve goals.

Strong interpersonal and oral communications skills essential, including the ability to deal diplomatically with a wide range of people internal and external to Harvard.

Demonstrated strong proficiency with Microsoft Office suite. Must have advanced Excel skills. Knowledge of Salesforce, Buy-to-Pay, and Concur a plus.

Supervisory experience required.

Equal Opportunity Employer Veterans/Disabled

* While an hourly range is posted for this position, an eventual hourly rate is determined by a comprehensive salary analysis which considers multiple factors including but not limited to: job-related knowledge, skills and qualifications, education and experience as compared to others in the organization doing substantially similar work, if applicable, and market and business considerations. Benefits offered include medical, dental and vision benefits; dependent care flexible spending account; 401(k) plan; voluntary life/short term disability/whole life/term life/accident and critical illness coverage; employee assistance program; sick leave in accordance with regulation. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions.