Program Administrator

Job Summary:

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks a part-time Program Administrator to support the Power and AI Initiative Industry Affiliate Program (PAI) and other activities. Serves as the lead point of contact for program members, prospective members, program leadership, and stakeholders. Manages all programmatic components of PAI and supports other Industry Affiliate programs as needed. 

Under the direction of the Program Manager for Industry Research and Research Strategy and the PAI program leadership, the Program Administrator will oversee communications, event planning and implementation, and related activities. The ideal candidate will have a background managing program operations and planning and implementing activities involving multiple institutions and stakeholders.

This is a half-time term appointment for one year with the possibility of extension.   

For more information about this program, please visit https://pai.seas.harvard.edu/.

Job-Specific Responsibilities:

Program Activities: 

• Oversee planning, implementation, and support for program events, meetings, and activities ensuring alignment with program requirements and membership agreements. 

• Manage administrative records including but not limited to maintaining partnership agreements, monitor member donations and payment schedules (cash and in-kind), and arrange steps for receiving sponsorship funds in alignment with University policies and procedures. 

• Coordinate the execution of membership agreements/contracts across various parties and stakeholders, including external industry partners and internal collaborators (SEAS Leadership, IAP Faculty Directors, the Harvard Office of the Vice Provost for Research, Office of the General Council, Development Office, Finance, and Research Compliance teams).

• Monitor membership agreement timelines and initiate renewals in coordination with SEAS faculty/leadership, the Harvard Office of the Vice Provost, the Development Office, and Finance team. 

• Develop and monitor program budget, ensuring expenses stay within budget. Process financial transactions. Handle membership invoicing in partnership with SEAS faculty/leadership and Finance team.

• Support faculty directors by scheduling and organizing program activities including member/prospect meetings, advisory board meetings, and annual conferences. 

• Develop and maintain onboarding materials and guidelines for welcoming new industry members to the program. 

• Develop program reports, stewardship materials, brochures, and briefing documents. 

• Build and maintain a list of contacts, prospects, and key stakeholders for the program. 

• Assist with hosting visitors, meetings, seminars, events, and other activities as needed. 

• Remain informed about University policies and procedures and related research topics and industry trends. 

Communication: 

• Update websites, compile research reports and program materials, and handle program outreach. 

• Develop and produce event and meeting materials including signage, brochures, and other materials.

• Collaborate with leadership team and contribute to creative communication materials and strategies. 

• Ensure all communications align with program guidelines, requirements and faculty vision. 

• Remain informed about Harvard’s trademark, gift, and research policies to ensure program materials and communication efforts are compliant. 

• Interact with a variety of critical stakeholders. Represent the program and the University professionally, collaboratively, and respectfully. 

Working Conditions:

The work is performed primarily in an office/academic environment on the Harvard Allston Campus or other Harvard-designated location. Work is typically performed during standard business hours on Harvard’s campuses. This position may require occasional evening hours, occasional weekends, and some travel. Work schedule options may be discussed during the interview process.

Physical Requirements:

• Ability to stand and walk for extended periods during program meetings/activities and event planning, setup, execution, and breakdown.

• Must be able to lift and carry items for meetings/events.

• Ability to travel and navigate Harvard’s campuses and large venues.