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Office and Program Coordinator
Harvard University in Cambridge, Massachusetts
Date Posted 09/15/2021
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled


Faculty of Arts and Sciences


Job Summary

Reporting to the Executive Director of the Fairbank Center for Chinese Studies and Harvard China Fund, the Program Coordinator performs a range of complex administrative duties that support the faculty, students, and visiting researchers at the Fairbank Center. The incumbent should effectively serve as the principal administrative liaison for internal and external constituencies relevant to this portfolio while operating with minimal supervision in a work environment with multiple competing priorities The person in this position will onboard and oversee work of students and temps.

The incumbent will spend approximately 90% of their time on Fairbank Center work and 10% on Harvard China Fund duties.

Job-Specific Responsibilities

Program Management

  • Manage the Fairbank Center visiting scholar, center associate, associate-in-research, and postdoctoral fellowship programs. Publicize the programs on the Fairbank Center’s website, relevant listservs, and job posting sites. Respond to applicants’ inquiries. Set up the application systems and keep track of applications. Schedule, coordinate, and work with faculty committees to select new cohorts of scholars. Process visas in collaboration with the Harvard International Office and prepare appointments. Develop and coordinate orientations, professional development sessions, and social activities, and work with the event coordinator on all logistics. Work with the executive director to manage the budget for all relevant programs. Use Oracle to set up billing for scholar programs that have administrative fees included, monitor these bills for payment, and issue receipts to scholars who have paid their fees. Update and maintain relevant sections on the website. Develop evaluation systems to assess and improve the programs. Once scholars are on campus, be available as a resource to help troubleshoot any issues that arise. Develop a collaborative community among various affiliate groups.
  • Manage the Graduate Student Associate Program. Publicize the program and answer prospective applicants’ questions. Work with the executive director to select the incoming cohort. Develop and coordinate orientation and professional development activities. Run bimonthly meetings, serve as point of contact for the Graduate Student Associate Program. Develop evaluation system to assess and improve the program. 
  • Serve as administrative coordinator for the Critical Issues Confronting China event series.

Student Grants
  • Responsible for managing Fairbank Center’s undergraduate and graduate student grants. Work with the Executive Director to set the budget. Develop and maintain tracking systems for each grant. Publicize grants on the Fairbank Center’s website and relevant listservs. Attend regular student opportunities fairs and other funding activities. Set up and maintain application system on Harvard’s CARAT application system. Answer applicants’ questions. Work with Executive Director and faculty committee to evaluate and make awards. Prepare award letters and advise awardees on the awards’ guidelines. Collect award documents and work in collaboration with the Finance Office to ensure a timely issuance of funds.  

Office Management
  • Responsible for annual audit of Fairbank Center and Harvard China Fund computers, printers, and other equipment. Orders replacement equipment when necessary.
  • Work with the Executive Director to evaluate the Fairbank Center’s space holdings and office needs on a yearly basis.

  • Support Fairbank Center and Harvard China Fund events and projects as needed. 

Hire, support, and oversee student workers.

Basic Qualifications

5+ years of experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

Chinese language proficiency preferred. BA. degree preferred.

Excellent organizational skills with a particular ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal and communication skills. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.

Working Conditions

*Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Additional Information

All formal offers will be made by FAS HR.

Job Function

General Administration


USA - MA - Cambridge

Job Code

403040 Coordinator II


Fairbank Center for Chinese Studies


55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.

*Please mention academicjobs.net to employers when applying for this job*
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