Program Manager

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Faculty Support Services provides comprehensive administrative support to departments and centers within the Faculty of Arts and Sciences Division. Reporting directly to the Director of Faculty Support Services, the Program Manager oversees and manages two Program Coordinators.

As a member of a collaborative administrative team, the Program Manager and their direct reports will assume an expanding role in providing centralized event support and financial administrative services to units across the Division. The Program Manager will also provide interim coverage, as needed, during short- and long-term absences or vacancies among department administrators.

Faculty Support Services provides support to departments and centers in the Faculty of Arts & Science Division. This position is responsible for oversight and management of two Program Coordinators who will increasingly take on centralized event support and financial administrative processing for the units in the Divisions, provide interim floater coverage as needed during short and long-term absences or vacancies of department administrators.

This position also performs day-to-day departmental administration transactions, including processing Concur transactions for non-ladder faculty within the Divisions and Buy2

Pay payments using Harvard’s financial policies.

• Planning & Strategy:
  Consult clients, define event scope/themes, and build comprehensive timelines and run-of-shows.
• Budget Management:
  Create and track budgets, process invoices, and manage expenses.
• Vendor & Venue Sourcing:
  Research, visit, and book venues; hire and coordinate caterers, AV techs, entertainers, and staff.
• Logistics & Marketing:
  Handle registration, permits, travel/accommodation, signage, and promotional/social campaigns.
• On-Site Execution:
  Oversee setup, run live operations, manage guest flow/speakers, and troubleshoot last-minute issues.
• Post-Event Review:
  Evaluate success metrics, gather feedback, and reconcile final bills.
• Financial transactions:
  Reconcile accounts and balances funds at year-end. Develops and submits budgets for events to comply with FAS policy. Processes high volume of Buy2
  
  Pay transactions and Concur expenses.

In conjunction with the Director for Faculty Support Services, develops and implements procedures for work assignments and workflows to better support the needs of faculty and staff across the division. Manages daily performance of Faculty Support Services staff in their onsite and offsite responsibilities to ensure smooth completion of ongoing work and projects and additional assignments.

• Organization:
  Multi-tasking complex, overlapping timelines, and vendor details.
• Communication & Negotiation:
  Securing vendor rates, client relations, and team alignment.
• Problem-Solving:
  Calmly pivoting and fixing unexpected vendor/logistical failures on-site.
• Technical Proficiency:
  Experience with event/registration software (e.g., Cvent) and spreadsheets.

This is a hybrid position with an expectation of working on campus three days per week. Exact schedule will be determined in conjunction with your manager and may adjust based on operational and/or business needs.

Bachelor’s degree or equivalent experience. A minimum of five years of progressively responsible administrative management experience, including staff supervision and financial management in an academic setting.

Strong interpersonal and communication skills essential, including the ability to deal diplomatically with a wide range of people. Strong leadership, negotiation, consensus building skills. Demonstrated experience with a service-oriented unit, and experience with financial systems and data query tools.

• Standard Hours/
  
  Schedule:
  
  35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal
• Other Information: All formal offers will be made by FAS Human Resources.

This position has been…