Coordinator I (Lown Program and Faculty Coordinator)
Harvard University T.H. Chan School of Public Health
August 11, 2017
USA - MA - Boston
Full-time - Experienced
The Department of Global Health and Population (GHP) improves global health through education, research, and service from a population-based perspective. Over the past half- century, our faculty members, students, and researchers have helped shape the field, and have launched some of the major ideas in global public health and population sciences.
The Lown Scholars Program, based in the Department of Global Health and Population at the Harvard T.H. Chan School of Public Health, creates an international community of talented health professionals in low and middle income countries (LMICs) who will use public health tools and strategies to prevent non-communicable diseases, particularly diseases of the cardiovascular system, and promote lifelong health. The program provides funding for training and mentoring and since its establishment in 2008, has supported the work of more than two dozen scholars from Asia, Latin America, Africa and the Middle East.
The Department of Global Health and Population seeks an enthusiastic, organized and motivated candidate to serve in a combination role of Lown Project Coordinator (50%) and Faculty Coordinator (50%). For both roles, the ideal candidate will work independently and collaboratively to perform a wide range of complex and confidential administrative and clerical duties. The Lown Program Coordinator role will provide administrative and logistical support to the Lown Program and will report to the program's Faculty Director, Goodarz Danaei. S/he will provide service to past and present Lown Fellows and develop strong relationships with the administrative contacts within the GHP Department. S/he will anticipate and resolve problems, and will update supervisor on status of projects. Specific duties include the following:
- Serve as principle administrative contact and liaison for the Lown Program faculty, scholars, collaborators and GHP and Harvard T.H. Chan School staff; Provides smooth day-to-day communicates; Keep his/her supervisor informed of relevant information. - Develop and implement administrative systems, project planning, overseeing deadlines, tracking deliverables and overall program coordination - Organize domestic and international travel and accommodations for scholars - In collaboration with the department's core administrative team, helps coordinate Lown Scholar's academic appointments, onboarding and visas - Attend Program meetings and take thorough meeting notes for distribution - Working in close collaboration with the project's grant manager and finance team, monitor budgets, maintain financial documentation and prepare paperwork including reimbursements - Gather and maintain data, and prepares correspondence, reports and other materials - Coordinate events, meetings or other symposia - Gather and maintain data and assists in preparing reports - Develop communication strategies; Launch, revise and maintain The Lown Program website (WordPress); manage social media platforms and other Program communications
The Lown Program and Faculty Coordinator will work independently with minimal supervision in a work environment with multiple and conflicting priorities, anticipate and resolve problems and update the Faculty Director on a regular basis. The ideal candidate will be resourceful with the capacity to interact productively with faculty and researchers from The Chan School, other institutions and other developed and developing countries.
Duties and Responsibilities will be continued in the "Additional Information" Section.
PLEASE NOTE: This position has a term appointment of June 30, 2018.
Duties and Responsibilities continued:
The Faculty Coordinator role will report to Peter Berman, the Professor of the Practice of Global Health Systems and Economics in the Department of Global Health and Population by performing a wide range of support duties including the following:
- Managing a complex faculty calendar in MS Outlook, arranging calls and meetings with students and others. - Provide clerical support related to lecture/course materials, presentations, cases, or student letters of recommendation; Assist with editing and finalizing documents, reports and presentations, including formatting graphics and tables, proofreading, copy-editing, and compilation of academic references; Use word processing, database management, spreadsheets, graphics and presentation software. - Coordinate events and meetings; Arrange for use of facilities and advise availability of service within and outside the University for gatherings such as conferences and seminars; Use a pre-assigned event/function budget; assign and coordinate classrooms, AV and other facilities on behalf of the program; makes recommendations and arrange catering and activities for participants - Draft, edit and prepare correspondence, meeting minutes, and other materials to provide smooth day-to-day flow of communications; Act as a liaison with related programs or projects of other universities and government agencies, keeping supervisor informed of relevant information - Use Harvard systems to arrange travel, and assess travel options for cost, convenience, and faculty preference. Prepare travel itineraries, make reservations, and inform supervisor of changes. Work closely with the GHP administrative team to arrange travel visas. - Consistent with departmental policies and practices, prepare payment and reimbursement forms such as reimbursement for travel, corporate cards, etc. for supervising faculty and staff working within faculty's portfolio, preparing payment requests and procuring office supplies and inventory for the faculty member and staff - Maintain accurate and organized electronic and paper files. - Greet visitors on faculty member's behalf. Answer and route phone calls, mail, and e-mail messages in a timely fashion. - Serve as the principal source of information on supervising faculty's projects and role within the Department, including developing faculty's Departmental and project or program web pages, and updating pages with comprehensive program news and information - Coordinate IRB processes for research projects of principle investigators and students - May conduct literature reviews and gathering information to use in reports and publications; may conduct background research on material related to health policy development and provide summaries of research findings - Contributing to program goals by accomplishing additional related duties as required - Other duties as assigned
PLEASE NOTE: This position has a term appointment of June 30, 2018.
- 3+ years of related work experience; a combination of education and experience may be considered.
- College degree strongly preferred. - Passion and enthusiasm for global health and prior experience with a research or similar group and/or working closely with faculty, researchers, and staff. - Solid working knowledge of office operations and related computer software (including the Microsoft Office Suite) and electronic communications tools. - Previous experience with arranging domestic and international travel and organizing meetings/seminars or conferences. - Experience using Wordpress and social media sites in the context of organizational communications - Experience editing text and comfortable updating communication materials. - Excellent customer service and communication and writing skills. - Proven interpersonal skills with experience providing complex administrative support in a high-profile, fast-paced environment with tact and diplomacy. Ability to work across groups and with a variety of projects and constituencies. - Outstanding organizational and time management skills, ability to multi-task / prioritize effectively and meticulous attention to detail. Problem-solver approach to role and responsibilities. - High level of maturity, judgment and discretion with regard to handling confidential materials. - Ability to establish priorities, meet deadlines and work independently. - Thoughtful and ready to go the extra mile. - Familiarity with Harvard systems and The T.H. Chan School of Public Health a plus.
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.
About Harvard University T.H. Chan School of Public Health
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. T...he 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.