Program Coordinator

20-Sep-2022

Harvard School of Dental Medicine

59838BR

Job Summary

The Department of Oral Health Policy and Epidemiology (OHPE) is the nexus of dentistry, medicine, and public health which broadens the perspective and impact of global and community health practice and policy through education, research, and leadership. The HSDM Initiative to Integrate Oral Health and Medicine (Initiative) convenes academics, students, and leaders from the business, healthcare, and public health communities to advance innovative ideas around the integration of oral health and primary care — a core academic mission of Harvard School of Dental Medicine. Research demonstrates that the benefits of providing oral health care include improved quality of life and a reduction of overall healthcare costs. Initiative Board Members provide informed guidance and serve as vital allies on issues related to the integration of oral health and primary care.

Working under the direct supervision of the Executive Director of the Initiative and in close collaboration with the OHPE department chair, OHPE department administrator and staff, program directors, etc., this incumbent will lend support to all Initiative activities.

Position Description

Support includes but is not limited to: Coordinates, and has direct responsibility for, a project or specific set of tasks related to the Initiative; Organizes and implements administrative systems and procedures performing necessary support duties; Serves as principal administrative contact and liaison with departmental or program constituents, other universities or with government agencies; principal source of information on established unit/project/program policies and advises faculty, students or staff on regulations and policies; Prepares and maintains unit’s records (such as financial, personnel, administrative, student) reviews complex documents, reports, etc., to assure compliance with University requirements and/or government regulations, and notifies supervisor of unusual situations;

Monitors budget(s) including grants, maintains financial documentation, provides information, research, statistics, and analysis. Makes decisions on expenditures and monitors towards a defined budget; Negotiates with hotels, caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget; assigns and coordinates classroom, AV, and other facilities on behalf of program; May prepare/assist with grant proposals; May serve as IT point person for department; may maintain web page with comprehensive department/program news and information; Processing payments and reimbursements using on-line financial systems (Concur, corporate & purchasing cards, Web voucher/HCOM, etc.), arranging travel, calendar management, and meeting scheduling (including reserving facility and equipment use as needed). The incumbent will manage board meetings and serve as liaison to the Initiative board and external constituents.

Other administrative tasks include managing incoming calls, receiving, and distributing mail, preparing documents, managing departmental data (paper and electronic), ordering/maintaining supplies, assisting with organization/implementation of department projects and events, and other administrative duties as necessary.

This is a 1 Year term appointment subject to annual renewal based on funding and performance.

Basic Qualifications

Five or more years of progressively responsible administrative experience. Must be proficient with MS Office applications (Word, Excel, PowerPoint, Outlook).

Additional Qualifications and Skills

Bachelor’s degree in Business Administration and Management preferred.  Strong oral, written, and interpersonal communication skills are essential, as is the willingness to work with a diverse constituency. Must be able to work both independently and as part of a team, and be able to effectively organize own work, attend to details, prioritize tasks, and proactively anticipate what needs to be done. Must possess the capacity and willingness to calmly and competently deal with competing priorities, deadlines, interruptions, frequent changes, and a wide range of personalities. Experience working in an academic setting preferred. Familiarity with Harvard University financial and administrative systems strongly preferred.

Working Conditions

Work Is performed in and office/clinical setting.  The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, or MD. The Harvard School of Dental Medicine will support flexible work schedules subject to individual departments’ business needs.

Please note:  Harvard requires COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

Additional Information

Diversity Statement: The Harvard School of Dental Medicine values diversity among its faculty, staff, and students, is strongly committed to building a culturally diverse intellectual community, and strongly encourages applications from women and underrepresented groups.

• The Harvard School of Dental Medicine reserves the right to add or change duties as dictated by business needs.
• Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.

Job Function

General Administration

Location

USA – MA – Boston

Job Code

403040 Coordinator II

Department

Oral Health Policy and Epidemiology

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Criminal, Education, Identity

Schedule

Monday- Friday 9am-5pm

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.