Job Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the Office for External Education:

The Office for External Education provides health care professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the school’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.

The Program Development Coordinator is responsible for administrative coordination of an ongoing portfolio of accredited education programs. This role will support all phases from marketing/course development through program delivery. The Program Development Coordinator works closely with course directors and administrators from 16 affiliated hospitals, as well as the Continuing Education (CE) internal staff, providing excellent customer service and ensuring the level of support required for each program. This position conducts course development planning and execution of program activities using a production checklist/timeline, as well as project-management tools for each program. This role needs to be comfortable using various technology formats with the ability to deal with various competing programmatic deadlines. This position is expected to work collaboratively with vendors and customers, and build strong and effective partnerships. They will work closely with both the program development team as well as the administrative coordinator team and directly reports to the Director of Continuing Education and Accreditation.

Course Production:

• Manages a portfolio of accredited programs from time of course approval through all aspects of course production including marketing aspects and website development.
• Creates website landing pages in Cvent based on conversations with course directors and staff.
• Develops an email marketing process through our office technology tools.
• Keeps abreast of new technology being introduced to the office and working with the Online Learning and Development team on how to best implement.
• Resolves course logistic and technology problems and recommends system improvements.
• Independently manages and ensures deliverables to the course director community during the life of a course/activity. Works closely with administrative coordinator team to ensure they keep abreast of course/activity developments.
• Manages a portfolio of marketing aspects for approved accredited programs, which includes communicating and collecting necessary documents from course directors, reviewing and providing feedback on marketing plans, initiate and review course content for all marketing materials, and procure internal and external mailing/email lists.
• Manages all marketing purchase orders and invoices including following up with finance office to ensure timely payment.
• Manages and ensures marketing deliverables in agreed upon timeframe with HMS-DCE leadership and course directors and staff.

Client service:

• Provides high level of customer service to internal staff members and external clients. •Works collaboratively with course directors and their staff to design and complete the course logistics.
• Effectively communicates (via meetings, email and phone) with a wide range of clients, internal staff and external venders.
• Acts as the departmental liaison for course directors/administrators communicating university/DCE/AMA/ACCME policies.
• Works in collaboration with a wide range of clients, internal staff and external vendors performing a wide range of complex administrative duties to support department/business for our live courses.
• Works with department of continuing education (DCE) accreditation staff on course approvals
• Keeps internal staff informed of relevant course developments

Compliance:

• Review and monitor course components to ensure AMA/ACCME compliance
• Update course activity files for accreditation documentation as needed
• Work with accreditation staff to identify potential areas of compliance vulnerability and recommend corrective measures.
• Advise course directors and administrators to ensure compliance with university and ACCME policies.
• Stays abreast of current ACCME policies and criteria.

Other duties, as needed

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Qualifications

Basic Qualifications:

• 4+ years program, project-management, event or conference management experience in a professional setting required.
• Higher education may count towards experience.

Additional Qualifications and Skills:

• BA/BS strongly preferred.
• Demonstrated customer service experience.
• Strong customer-service orientation and excellent written communication skills.
• Ability to prioritize workload, multitask and take initiative in a deadline driven, fast -paced environment.
• Ability to work both independently and in a team.
• Proficiency using a variety of software applications including Microsoft Excel and other Office Suite applications.
• Ability to learn and implement new software applications (Salesforce, Marketing Cloud and Cvent preferred).

Additional Information

• Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm
• 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, but you can track your status anytime through the Careers@Harvard portal.

#LI-WG1

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.