Job Description

Job Summary

The Program Administrator, Engagements plays a critical role in the planning and delivery of a dynamic and evolving portfolio of programs, including custom client engagements, immersive experiences, conferences, and cascading programs. This role is responsible for administering complex logistics, ensuring operational excellence, and contributing to the creation of high-quality participant and client experiences. Reporting to a Program Manager, and working as part of the engagement team, the Program Administrator partners with faculty, clients, and cross-functional colleagues to ensure seamless delivery across all phases of the program lifecycle. In addition to core planning and delivery responsibilities, the Program Administrator may manage additional responsibilities as needed, such as overseeing aspects of program operations, supporting and guiding staff, or representing the delivery team with stakeholders. Success in this role requires strong organizational skills, adaptability, and the ability to balance detail-oriented execution with broader team goals in a fast-paced, evolving environment.

HBS Executive Education anticipates making three hires for this same position. Interviewing for this opportunity means candidates are interviewing for one of these three openings, and more information will be shared during the interview process.

Job Description

• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• Manage detailed planning and execution of program logistics for custom client engagements, immersive experiences, conferences, workshops, cascading programs, and other Executive Education programs.
• Partner with faculty to confirm session details, prepare program materials, and ensure classroom needs are met.
• Serve as a primary point of contact for participants and faculty during all phases of the program, ensuring a seamless and high-quality experience.
• Collaborate with internal service providers (operations, IT, media services, facilities, housing, etc.) to ensure all program requirements are coordinated.
• Work directly with the catering team to plan and oversee meals, receptions, and special events, ensuring high-quality service and alignment with program needs.
• Coordinate with event management vendors, as needed, to plan and deliver program-related events and experiences.
• Create and maintain program schedules, run-of-show documents, and task trackers to keep all elements of delivery aligned.
• Oversee and implement special events, experiential learning activities, and participant-facing experiences as part of program delivery.
• Support budget tracking and expense management, including vendor engagement, contracts, and payments.
• Participate in live program delivery (in person or virtual), addressing real-time needs and troubleshooting issues as they arise.
• Contribute to process improvements by developing tools, templates, and documentation to strengthen future delivery.
• Share observations and insights from program execution with managers and directors to inform planning and continuous improvement.
• Provide oversight and guidance to Program Coordinators and temporary staff as needed, and assume elevated responsibilities such as leading program components or representing the delivery team with stakeholders.
• Support department-wide initiatives and contribute to “all hands” program delivery efforts across the portfolio.
• This role is responsible for other duties as assigned.

Qualifications

Basic Qualifications:

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in program delivery, event logistics, or related areas.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is required.

Additional Qualifications:

• Demonstrated ability to administer complex, multi-part projects with strong attention to detail and follow-through.
• High comfort level with ambiguity and new program development.
• Ability and enthusiasm to experiment with new approaches, pivot strategies as needed, and play a key role in building processes and structures in an evolving environment.
• Excellent interpersonal and written communication skills; ability to collaborate across teams and work with clients, faculty, and staff.
• Highly organized, proactive, and comfortable juggling evolving priorities in a fast-paced environment.
• Experience working with vendors and coordinating services across multiple internal departments.
• Proficiency with standard project management and communication tools.
• Willingness to work extended hours and weekends, based on program needs.

Additional Information

Appointment End Date: This position is approved for a 2-year term (with possibility of renewal/extension) which begins on the hire's first day of employment. This 2-year term limit does not apply to current Harvard employees.

• Standard Schedule: This is a 40 hours/week, overtime eligible position.
• Salary Range: $74,000 – $79,000
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information: * This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Please note that for the first 90 days of employment, you will be expected to be onsite 5 days/week. This role is required to be onsite for the entire duration of a program when in-session. When not in session, Executive Education expects Program Delivery staff to be onsite a minimum of 2 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice. * We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role. * A cover letter is required to be considered for this opportunity.

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.