Faculty Assistant and Program Coordinator

About the role

The high-profile and high-energy Program on Science, Technology and Society (STS) at the Harvard Kennedy School (HKS) provides unique resources through research, training, and public events for coping with the multiple societal challenges posed by scientific and technological innovation. The Faculty Assistant and Program Coordinator will work directly with faculty director Professor Sheila Jasanoff to make valued contributions in support of her teaching, speaking engagements, events and collaboration with other schools at Harvard and external organizations. The Faculty Assistant and Program Coordinator will play a key role in managing scheduling, communications, course development, and travel arrangements for Professor Jasanoff and her work with STS as well as coordinate all events for the program. Specific duties include: Operations (20%) Prepares and maintains all aspects of program operations including human resources and financial management and all events and conferences; trains graduate student and undergraduate assistants, handling appointments, assigning work, maintaining schedules, and ensuring work is completed in a timely manner. Coordinates application processes for incoming international and national postdoctoral fellows; interfaces with applicants and candidates; communicates the Faculty Director's decisions on selection to candidates; handles all paperwork for fellow appointments; troubleshoots issues such as visa requirements. Under the direction and guidance of the Faculty Director, prepares and maintains budgets; monitors progress toward defined budget expenditures from a variety of funding sources. Maintains and updates primary program websites (including sts.hks.harvard.edu, stsprogram.org/sdn, and the Director's personal website (sheilajasanoff.org); publicizes events through internal and external mechanisms, including email campaigns and social media; assigns web work to fellows and graduate students as appropriate; anticipates and coordinates with the Executive Director on long-term web improvement projects; liaises with HKS and Harvard University Information Technology (HUIT) staff to ensure smooth operations, including Director's IT needs. Coordinates all meetings of the Science and Democracy Network, an international academic network with more than 500 members; including weekly announcements, logistics for the Network's annual meeting (held biennially in Europe), drafting calls for abstracts, coordinating with international partners, and managing registration and fee collection; serves as the Network's primary point of contact, maintaining membership services, preparing and distributing weekly announcements to the mailing list in consultation with the with the Faculty Director; and supports meetings of the Network's Governing Council as needed. Faculty & Administrative Support (25%) Work closely with the Faculty Director to prepare course materials, develop and maintain Canvas course pages, ensure materials and Canvas pages meet digital accessibility standards, and perform other duties as needed. Coordinate office hours, liaise with course assistants, and field student inquiries. Process reimbursements, corporate card, invoices, and other expenses, for Faculty Director as needed. Coordinate travel arrangements for Faculty Director as needed. Conference and Event Management (40%) Oversees all logistics of events and conferences including communication with speakers and travel arrangements; delegates staffing needs to students and fellows; manages facilities, catering, amenities, and meeting materials; negotiates with media services, hotels, caterers and vendors to stay within budgets as agreed with the Director. Serves as lead organizer for collaborative events; liaises with faculty, staff, and fellows at the Harvard Data Science Initiative (HDSI), Harvard Law School (HLS), the Harvard University Center for the Environment (HUCE), the Graduate School of Arts and Sciences (GSAS), the Graduate School of Design (GSD), the School of Engineering and Applied Sciences (SEAS), and the Weatherhead Center for International Affairs (WCFIA), on the Science and Democracy Lecture Series, the weekly STS Circle seminar series, and additional collaborative events and conferences. Under the direction of the Faculty Director, administers predefined events budgets, including contributions from collaborating institutions, follow up on payment, and ensure expenses are reconciled in a timely fashion. Academic and Research Administration (15%) Updates and maintains all relevant administrative systems and procedures including the Graduate Secondary Field registration system, fellowship application process, and other recurrent reporting and communication systems. Typically serves as principal administrative contact for visiting research fellows, graduate students, the Program's Harvard collaborators (including HUCE, SEAS, WCFIA, HLS, HDSI, and GSAS), RAO, OSP, HR, and CUHS as well as external constituencies

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