Coordinator I — Program Coordinator, Principles, and Practice of Clinical Research

22-Aug-2019

Coordinator I (Program Coordinator, Principles and Practice of Clinical Research)

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Harvard T.H. Chan School of Public Health

50105BR

Job Code

403134 Coordinator I

Duties & Responsibilities

The Center for Executive and Continuing Professional Education (ECPE) provides executive education and continuing education courses that encourage leadership development and provide the knowledge and skills that students need to improve organizational performance. Our portfolio of executive education programs and continuing education courses cover topics including leadership, management, research improvement and innovation, public health education, environmental health and safety, nutrition, health policy, and organizational strategy.

We are currently seeking a Program Coordinator to be a part of our dynamic and fast paced work environment, while upholding the spirit of our Center's mission through maintaining the highest level of professionalism and focus on customer service possible. The Principles and Practice of Clinical Research (PPCR) Program Coordinator will be working with a number of different stakeholders and in various capacities, therefore strong written and verbal communication skills are key, in addition to an advanced level of emotional intelligence and diplomacy. ECPE prides itself on the collaborative nature of its staff and dedication to its customers, so remaining poised, operating well under pressure, and acting with integrity at all times is a must. With regard to the logistical nature of the role, the candidates must have strong time management skills, be organized, and have an intrinsic drive for results. The Program Coordinator is a confident and friendly self-starter that can work autonomously when needed, but knows when to escalate decisions to management.
 
With the above in mind, the Program Coordinator will support the delivery of the PPCR program by providing logistical support, before, during, and after each assigned component of the program. This includes, but is not limited to, the following: 

  • Coordinates participant enrollment 
  • Reviews participant applications
  • Creates, maintains, and updates registration spreadsheets
  • Ensures accurate data entry and management in various systems, such as Salesforce, Excel, Google Docs
  • Invoices participants and manages all follow up participant communication with regard to registration
  • Tracks paid participants
  • Provides weekly reports of paid, unpaid, withdrawals to external PPCR staff

 Site Management: 

  • Assists with the management of institutional relationships including daily communication with interested and enrolled sites
  • Tracks, reviews and executes institutional agreements
  • Maintains files of record of all institutional agreements
  • Helps with oversight compliance for agreements
  • Helps advise and instruct sites whenever questions arise regarding attendance, registration, internet connection issues
  • Works with SPH IT on weekly lecture monitoring, advising in terms of connection and IT issues
  • Assist in site testing prior to beginning of the program
  • Educate sites on class systems and best practices throughout the course

 Financial Management: 

  • Monitors and updates payment statuses in Salesforce
  • Helps manage payment requests
  • Helps manage requests for special receipts, invoices and invitation letters
  • Assists in the processing of faculty and staff travel, compensation and reimbursements
  • Helps manage and process fellowship award distribution
  • Assists in fulfilling all required reporting processes, including financial reconciliation and the program closeout process

Duties and Responsibilities will be continued in the "Additional Information" section. 

PLEASE NOTE: This position may require occasional international travel, a flexible schedule, overtime, and/or weekend work while the program is in session.
 
PLEASE NOTE: This position has a 35 hour/week schedule -- Monday-Wednesdays and Fridays from 9AM-5PM and Thursdays from 11:30AM-7:30PM.

Basic Qualifications

  • 3+ years of related experience required; a combination of education and experience may be considered

Additional Qualifications

  • Bachelor's degree strongly preferred
  • Experience with MS Excel strongly preferred, including with MS Word and Google Documents
  • Experience using Salesforce, Zoom or other video conferencing software, familiarity with Harvard's Financial Systems, (HCOM, Concur, Wasabi, etc), and experience with Ed Ex are strong pluses
  • Portuguese language skills a strong plus
  • Patience; strong attention to detail; resourcefulness; strong problem solving skills; experience multi-tasking; experience working with culturally diverse populations; strong presentation skills, self-directed are all preferred

Additional Information

Duties and Responsibilities continued: 

Program Support: 

  • Oversees and helps develop evaluation templates
  • Helps produce evaluation report
  • Supports in development and coordination of Program Review and Outlook report for annual PRO review
  • Provides in-class administrative support -- including Tuesday Office Hours (Remote), Thursday class (onsite), and a Friday TA lecture (remote)
  • Works with Operations to reserve classroom space
  • Management of Boston site participants, including registration, site capacity, and logistics
  • Other duties as assigned

 PLEASE NOTE: This position may require occasional travel, a flexible schedule, overtime, and/or weekend work while the program is in session.
 
PLEASE NOTE: This position has a 35 hour/week schedule -- Monday-Wednesdays and Fridays from 9AM-5PM and Thursdays from 11:30AM-7:30PM.

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  • Harvard University requires pre-employment reference checks and background screenings.
  • This position has a 90 day orientation and review period.
  • The Harvard T.H. Chan School of Public Health does not provide visa sponsorship for administrative and staff positions.

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The Harvard T.H. Chan of Public Health is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives. To learn more about the Chan School’s mission, objectives, and core values, please visit our website here
 
Harvard offers an outstanding benefits package including:

  • Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools. 
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
    Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

Job Function

General Administration

Sub-Unit

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Location

USA - MA - Boston

Department

Center for Executive Education and Continuing Professional Education

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

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.

Last updated by Neha Sharma Sep 9, 2019.

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