Program Specialist, Executive Education

3 weeks ago

Boston, United States Harvard University Full time

**Job Summary**
- Working as a member of the Executive Education program delivery team, the Program Specialist will work both collaboratively and independently to efficiently support the overall business of coordinating and delivering programs, through program coordination support, new and ongoing process improvement projects, and new and ongoing staff training initiatives.
- Reporting to either the Assistant Director, Program Delivery Operations and Training, or the Associate Director, Program Delivery Operations, the Program Specialist will be assigned a primary responsibility that will focus on either program coordination support, with process improvement initiative projects, or training initiatives.

**Position Description**
- Program Coordination and Management:_
- Coordinate and deliver programs, working across various program teams and portfolios, based on schedule needs
- Serve as an Online Learning Facilitator (OLF) across programs, as assigned
- Support pre or post-program content (i.e. webinars, LOC sessions, Zoom)
- Manage and lead small program engagements, including executive committee programs, and other one to two-day programs.
- May manage a program, an activity, or subset of responsibilities within a program, with oversight of the Associate Director and/or Program Manager
- Process Improvement Projects:_
- Serve as process experts for the group, including assessing processes that are used across program delivery, and identifying the need for new processes, while monitoring and updating current processes as necessary. Projects may include technology initiatives, operations, internal and external partner support, and other assigned projects.
- Serve as a member of the program delivery logistics committee.
- Coordinate and lead team-wide best practice meetings.
- Develop a resource/system for communicating and tracking new and updated processes across the broader delivery team.
- Manage departmental efforts to make all digital documents accessible, in line with University standards.
- Lead group of delivery staff on the program delivery exercise committee, building out, updating, and maintaining documentation related to experiential learning in Executive Education programs.
- Training Initiatives:_
- Collaborate with Assistant Director and Program Managers to determine the appropriate training timeline for new hires, including scheduling and monitoring training sessions.
- Drive the process and coordinate all training documentation, working with the “trainers” (members of the Program Coordinator team, and other staff across Executive Education (ExEd) to ensure a consistent and successful onboarding experience.
- Staff the Program Delivery Learning Lab, providing instruction on all program-related tasks.
- Engage with new hires through their first program to reinforce learnings and serve as a resource.
- Review current training methods and analyze new formats that may provide greater impact for staff.
- Additional Responsibilities:_
- In partnership with the program specialist team, manage the program delivery team shared inbox, responding to inquiries prior to team assignments, while triaging other inquiries to the appropriate team and/or Executive Education (Exed)department
- Supervise, guide, and mentor, program delivery LHT staff (part-time program assistants)
- Oversee the program delivery summer intern program including hiring, partnering with the delivery teams to implement a process for assigning work, managing workload across teams, and providing ongoing feedback.
- Facilitate post-program communication and action steps for Exed certificate programs (CME, CDC, DTC)
- Focus on building relationships with directors and constituents across Exed.
- Serve on committees within program delivery and/or as representative of the program delivery team as appropriate.
- Lead other projects assigned at the discretion of the Assistant Director.
- This role is also responsible for other duties as assigned.

**Basic Qualifications**
- High School Diploma, GED, or equivalent is required.
- 5+ years of experience in administrative support role(s) and/or related experience is required.
- Education beyond high school may count toward experience.
- Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

**Additional Qualifications and Skills**
- This position requires a team player with a willingness and ability to work with multiple groups within Executive Education and across campus in a fast-paced environment.
- The Program Specialist must have excellent customer service, organization, and event management skills.
- The Program Specialist must be able to work both independently, and as part of multiple teams, manage their time efficiently, and keep others abreast of their work.
- Must be flexible, diplomatic, and detail-oriented.
- Strong communication skills are a must.

**Additional Information**

**This role is 40 hours per week and is overtime eligible.**

This role is of

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