Part Time MEDscience Student Programs Coordinator

Job Description

HMS MED science seeks a highly organized and detail-driven Student Programs Operations Coordinator to manage the full cycle of our Summer and School Break Programs. This role will coordinate enrollment marketing, and communications, ensuring a seamless experience for students, families, and school partners.

The ideal candidate is detail-oriented, customer service focused, and comfortable with administrative duties. They thrive on managing timelines, enjoy system organization, and are confident balancing program communications (from marketing eblasts to student/family emails), data management, and operational logistics. They will also work closely with application software, monitor student applications, support program enrollment, and manage payment processes for both School Break and Summer programs.

Communications & Marketing
:

• Maintain and update the program website with accurate deadlines, program details, fees, application links, and photos.
• Create and distribute email campaigns via Constant Contact (application announcements, reminders, decision letters, welcome packets, weekly updates).
• Coordinate flyers, brochures, and social media graphics (in Canva or with graphic designer). Manage the Notify Me system and lead tracker to build prospective student lists.
• Maintain the teacher/school contact mailing list and prospect to expand outreach to new schools and organizations for marketing.
• Conduct sector analysis to strengthen marketing strategy and positioning.

Program Operations & Administrative Support
:

• Provide administrative support including data entry, report preparation, receipt tracking, and expense submissions.
• Support program logistics: welcome communications, scrub sizing, goodie bags, weekly reminders, and highlight videos.
• Coordinate with staff on student information books, room reservations, speakers, and scheduling.
• Work closely with the Executive Director and Program Director to maintain the highest standards of program excellence, quality, and professionalism throughout the year — including support for Friday ceremonies and highlight video preparation during the summer.

Program Enrollment & Application Management
:

• Manage the online application system: create and test applications, update forms, configure automated emails, set reporting, and ensure smooth functionality.
• Coordinate all student applications for both School Break and Summer Programs: monitor for completeness, send reminders, and follow up on missing items.
• Support and coordinate the full enrollment process and ensure all program spots are filled through active enrollment tracking and waitlist management.

Program Fee & Payment Oversight
:

• Manage payment tracking and deadlines for both School Break and Summer Programs.
• Coordinate with department finance staff on Touchnet payment system setup, updates, and tracking of student payments.

Physical Requirements
:

• Primarily an administrative role, but does involve supporting set up for program events, which involves carrying items of moderate weight.

Basic Qualifications
:

• Three or more years of related experience. Education may count towards experience.

Additional Qualifications and Skills
:

• Bachelor’s degree preferred.
• Experience in student services, education programs, admissions, or event coordination.
• Strong attention to detail and ability to manage sensitive student/family data.
• Professionalism and adaptability in representing HMS MED science with students, families, school partners, and sponsors — including at public-facing events such as weekly ceremonies.
• Comfort with technical platforms (system emails, reporting, payment systems).
• Ability to collaborate effectively across a small, mission-driven team.

• Standard Hours/
  
  Schedule:
  
  part‑time, 30 hours (0.86 FTE) per week. Tuesday — Friday, 8:30 am — 5:00 pm. Hybrid role; with two days a week expected in‑person.
• Visa Sponsorship Information:
  Harvard University is unable to provide visa sponsorship for this position.
• Pre‑Employment Screening:
  Identity.
• Staying Informed About Your Application:
  Due to the high volume of applications, we may not always be able to reach out right away.