Fellowships and Operations Coordinator

$59,027 - $93,064/Yr

Harvard Law School - Cambridge, MA

Full-time - Entry Level

Remote - Cambridge, MA

About the position

The Belfer Center for Science and International Affairs at Harvard Kennedy School is seeking a Fellowship and Operations Coordinator to support its mission of advancing policy-relevant knowledge in international security, environmental issues, and science and technology policy. This role is crucial in facilitating the fellowship portfolio, which includes managing the fellowship cycle, supporting Senior Fellows, and contributing to the operational needs of the Center. The Coordinator will work closely with the Associate Director for Operations and will be responsible for various tasks that enhance the fellowship experience and operational efficiency within the Center. In the fellowship coordination aspect, the Coordinator will assist in the application and selection process, onboarding of fellows, and serve as a primary contact for HR and HKS policies. They will manage records using Salesforce, stay updated on fellowship trends, and recommend policy revisions. The role also involves organizing orientation for new fellows, creating promotional content, and facilitating the transition of fellows to alumni status. Additionally, the Coordinator will support Senior Fellows by managing their administrative needs, coordinating visits, and developing programming that includes study groups and seminars. On the operations side, the Coordinator will provide support to the Center Director and affiliated faculty, assist with event organization, and handle day-to-day office operations. This includes managing work orders, processing invoices, and maintaining community areas. The role also involves training and hiring student workers and managing financial tasks related to internal payment systems. The Coordinator will be expected to adapt to changing priorities and contribute to the strategic goals of the Operations team, ensuring a smooth operational flow within the Center.

Responsibilities

• Assist the Associate Director of Operations in running the fellowship cycle, including application and selection process, onboarding, and support to current fellows.
• Serve as a primary point of contact for Center staff on HR and HKS policies for managing program fellows.
• Collect data and manage records to support the fellowship cycle using Salesforce.
• Stay updated on trends related to pre- and post-doctoral fellowships, as well as HR and scholar visa procedures.
• Recommend new or revised policies and possible implementation plans for the fellowship cycle.
• Maintain Belfer internal fellowship guidelines and Point site with relevant policy materials and forms.
• Organize and facilitate Fellows Orientation and train Belfer staff on the nomination process.
• Create content showcasing fellows at the Belfer Center for internal and external promotion.
• Facilitate the offboarding of fellows into alumni status and contribute to developing a Belfer Alumni network.
• Serve as the main point of contact for Senior Fellows, supporting their administrative needs and coordinating their visits to the Belfer Center throughout the academic year.
• Manage nomination paperwork and logistics for Senior Fellows, including arranging travel and reconciling fellowship expenses and reimbursements as needed.
• Develop and support programming for Senior Fellows, including study groups, conferences, seminars, student RAs and research outputs.
• Provide operational support to Center Director and other Belfer affiliated faculty, such as organizing or supporting events and seminars, and other operational tasks.
• Contribute to the strategic goals and tactical outputs of the Operations team.
• Assist with and take some responsibility for day-to-day operations of office, such as placing work orders with facilities, processing invoices and additional operational upkeep of the Center.
• Facilitate training and hiring of student workers and additional financial work related to internal Harvard payment systems such as Buy2Pay and Concur.

Requirements

• 2 years of related administrative experience.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams.
• A proactive attitude, creative problem-solving skills, and the ability to adapt to changing priorities.
• Knowledge or interest in science, international affairs, national security, and policy issues is desirable.
• Experience working with high-profile individuals from government, business, and/or academia is desirable.
• Familiarity with Salesforce, Marketing Cloud, and CMS platforms.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

Nice-to-haves

• Bachelor's degree in a relevant field (such as Communications, International Relations, or a related discipline) not required, but is a plus.

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days per year, 12.5 holidays plus a Winter Recess, 3 personal days per year, and up to 12 weeks of paid leave for new parents who are primary caregivers.
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits.
• Child and elder/adult care resources including on-campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.