The Project Coordinator reports to the Director of the Intelligence Project. The Project Coordinator is a crucial part of the team and is actively involved in all aspects of strategic programing for the Belfer Center's Intelligence Project.
The successful candidate will manage daily operations, programming, administrative support, and communications for the Belfer Center's Intelligence Project. Primary responsibilities include developing and maintaining partnerships, planning and executing events and programing, administering a significant annual operating budget, and providing administrative support for the Project.
The Coordinator ensures program success through regular engagement with internal and external stakeholders including Harvard staff, students, fellows and faculty as well as senior executives from the U.S. and international intelligence and defense communities. The Coordinator drafts and prepares correspondence, handles communications, and develops working relationships with key stakeholders. The Coordinator identifies areas of partnership and initiate cross-collaboration with other Project/program at the Belfer Center and with other Centers within HKS and the wider Harvard network.
The Coordinator organizes and executes high-level events and meetings aimed at advancing understanding of intelligence, defense, and international security issues, including conferences, senior stakeholder visits, international delegations, and public and private talks with senior experts and officials. The Coordinator is directly responsible for handling all expensing and budgeting; negotiating with hotel and conference centers; event promotion and advertising; communications; budget projections; coordination; and all travel arrangements including hotel, flights, and reimbursements. The Coordinator also plays a direct advisory role to the Director in considering themes and speakers for events.
The Coordinator manages the Recanati-Kaplan Fellowship for active duty international intelligence officers who come to the Belfer Center for 9 months of research, study, and professional development. The Coordinator works with the Project Director to develop and execute annual fellowship objectives through strategic programming, professional development initiatives, fostering group cohesion, coordinating travel, and facilitating engagement with senior executives from the government and private sector. The Coordinator is responsible for fellows' administrative on-boarding, visa processing, and welcome orientation.
The Coordinator orchestrates annual Elbe Group meeting, the Belfer Center's U.S.-Russia Track II diplomatic dialogue convening retired senior military and intelligence officials from both countries for a 3-day meeting on arms control, strategic stability, cyber issues, and counterterrorism. Elbe Group responsibilities include identifying and researching hotels, negotiating meeting and guest room contracts, making all travel arrangements for participants, organizing an opening night dinner and reception, making sure the two day meetings run smoothly without incident, organizing group dinners each night, and arranging a group cultural activity/outing, and participating in the briefing at HKS upon return.
The Coordinator will implement and administer office procedures and policies; manage telephone and email communication; compose and edit correspondence; manage Outlook calendars; schedule meetings and events; maintain the Project website and social media platforms; make travel arrangements for Project Director, fellows, and guests; manage two budgets; prepare and maintain financial, personnel, and administrative records to assure compliance with University requirements and/or government regulations; and process payments and reimbursements.
Successful candidates need not have a background in intelligence work, but an interest in intelligence and broader national security issues is highly desirable.
This position is a benefits eligible term appointment, ending one year from date of hire, with the possibility of renewal.
We regret that the Harvard Kennedy School does not provide Visa Sponsorship. Harvard University requires pre-employment references and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Please note: During the current period of Covid-19 related restrictions, this position may start as a remote position, with transition to onsite in Cambridge, Massachusetts when the office reopens. We continue to monitor the evolving COVID-19 and lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates until further notice.
Harvard Kennedy School's Mission and Commitment to Diversity, Inclusion, and Belonging
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.
Salary Range: $57,809 - $91,990 Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
Harvard offers a generous 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.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
2-4 years of related experience in program or project management
Bachelor's degree in related field
Demonstrated experience or interest in intelligence and broader national security issues
Very high level attention to detail, particularly in written communication
Proficient in advanced functions of Microsoft Office Suite
Excellent customer service skills
Strong oral and written communications and mature and sophisticated composure, professional demeanor
Demonstrated time management skills and ability to effectively and proactively handle multiple high-priority tasks with minimal supervision in a fast-paced environment
Demonstrated interpersonal skills, including the ability to work across teams and with a variety of projects and constituencies; ability to forge collaborative working relationships with senior faculty and government officials
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 54055BR
About Harvard University Kennedy School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.