Program Assistant, Fellowship and Leadership Development Programs (Staff Assistant III)

Harvard University - Cambridge, MA (30+ days ago)4.3


Job Code403033 Staff Assistant III
Duties & Responsibilities

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

Basic Qualifications

2 years of relevant administrative or event-focused work experience.

Additional Qualifications

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.

Additional Information

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.;

arranging travel;

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.

Job FunctionGeneral Administration
Sub-Unit

-

LocationUSA - MA - Cambridge
Department

Center for Public Leadership

Time StatusFull-time
Union

55 - Hvd Union Cler & Tech Workers

Salary Grade053
Pre-Employment Screening

Identity

Schedule

9:00 AM - 5:00 PM, M-F

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.