Operations and Project Coordinator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Graduate School of Education?

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu.

Job Description

Job Summary:

To meet the evolving operational and project management needs of the Center for Digital Thriving, we are seeking a full-time Operations & Project Coordinator. This role will be primarily responsible for coordinating our growing portfolio of workstreams, ensuring that grant deliverables are met, timelines and deadlines are tracked, and team bandwidth is accurately assessed so that new opportunities can be prioritized effectively. This position will alleviate backlogs in administrative and logistic tasks to support timely deliverables for our grant projects, and increase capacity of the leadership team and program staff to focus on their core work. This role is integral to our evolving strategy to meet the needs of schools and institutions interested in professional development, collaborative projects, and partnerships to apply our emerging frameworks and resources in their educational contexts. The Operation & Project Coordinator will be integral to coordinate and manage incoming grant projects, and sustain the delivery of the center's ongoing work, including our professional development offerings, Templeton IMAGINE grants, and other day-to-day operations.

Job-Specific Responsibilities:

The Operations & Project Coordinator will:

• Provide backbone project management support (capturing action items, maintaining the project management platform, tracking deadlines).
• Deliver high-quality administrative assistance (budgeting, travel, expenses, grant prep).
• Coordinate logistics and operational support for CDT professional development offerings (including online courses such as 8 Mindshifts for Teaching Digital Well-Being) and educator communities.
• Support communications (drafting copy, coordinating social media efforts) and external engagement (discovery calls, partner touchpoints).
• Support project-specific operations and complete any trainings necessary for ethical research conduct.

This is a highly cross-functional role, ideal for someone who is detail-oriented, adaptable, and eager to learn new domains and tools relevant for project management, research, and administrative tasks.

Project Management & Delivery - 30%

• Join key meetings to capture detailed notes and distill clear action items.
• Translate action items into Asana/Monday.com/ClickUp tasks with owners, deadlines, and follow-ups.
• Maintain project trackers, delivery schedules, and dashboards to monitor progress.
• Anticipate challenges and escalate risks to leadership where needed.

Administration & Operations - 30%

• Coordinate processes and maintain deadlines for grant writing, reporting, and submissions
• Provide support in refining and delivering documents (e.g., formatting, compiling data, proofreading).
• Assist with budgeting: expense tracking and invoice processing
• Manage travel booking, itineraries, reimbursements, and general office administration.
• Support recruitment and onboarding logistics for new staff or collaborators.

Program & Course Support - 20%

• Coordinate logistics and operational support for online professional development offerings, including content uploads, learner communications, enrollment tracking.
• Coordinate updates with faculty/staff to ensure course materials remain current and aligned with program goals.
• Provide participant support and troubleshooting issues, escalating as needed.
• Support management of community spaces (e.g., LinkedIn group) for CDT professional development programs.
• Act as a liaison between CDT and institutional partners to streamline workflows and ensure smooth participant enrollment.

Event & Stakeholder Coordination - 20%

• Support planning and execution of events (workshops, discovery calls, training sessions).
• Coordinate logistics including scheduling, vendor management, participant communications, and reporting.
• Maintain strong relationships with stakeholders through clear, timely communication. Project Management & Delivery
• Join key meetings to capture detailed notes and distill clear action items.
• Translate action items into Asana/Monday.com/ClickUp tasks with owners, deadlines, and follow-ups.
• Maintain project trackers, delivery schedules, and dashboards to monitor progress.
• Anticipate challenges and escalate risks to leadership where needed.

Qualifications

Basic Qualifications:

• Bachelor’s degree in business administration, communications, education, or related field (or equivalent experience).
• 3–5 years of experience in project coordination, operations, or program support (nonprofit, academic, or startup experience is a plus).
• To be considered, you must submit a cover letter. Please submit your resume and cover letter as one document when applying for the role.
• Please note: candidates selected for interviews will be asked to complete a 10-15 minute exercise via Loom or Zoom.

Additional Qualifications and Skills:

• Familiarity with budgeting, reporting, or grants administration desirable.
• Experience managing online courses, communications, or media projects.
• Project Management certification (e.g., PMP, Prince2, Agile, or similar)
• Excellent organizational and time-management skills; ability to juggle multiple priorities.
• Strong written communication and copy-editing skills.
• Digital fluency with project management tools (Asana, ClickUp, Monday.com or similar), Google Workspace, Notion, and social platforms.
• Familiarity with generative AI tools, including large language models and creative applications (e.g., text-to-image, text-to-voice, text-to-video).
• Financial administration skills (budget tracking, spreadsheets).
• Detail-oriented, proactive, and solutions-focused.

Additional Information

• Appointment End Date: 12/31/2026
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Work Format Details

This position has been determined by school or unit leaders that the duties and responsibilities can effectively be performed fully remotely at a non-Harvard location. Employees in fully remote positions must work all scheduled hours in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. At the discretion of the department, fully remote employees may occasionally be required on site at a Harvard location. 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.