International Security Program Coordinator

Job description

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School's research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Belfer Center was named a “Center of Excellence”¿by the University of Pennsylvania’s Think Tanks and Civil Societies Program in 2021 – the last year of its ranking program – in recognition of the Center’s six consecutive years as the world’s #1 university-affiliated think tank. The Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas. The Belfer Center’s International Security Program has an immediate opening for a Fellowship Coordinator who will play a pivotal role in facilitating the fellowship portfolio for both the International Security and Ernest May Fellowship programs. This position will have a lead role in handling all aspects of the fellowship process, organizing programming for and direct support to all International Security and Ernest May fellows, and serving as a primary resource on fellowships for this cohort. The coordinator will perform various administrative and managerial duties to support the project’s principal investigators, staff, and fellows. Located in the Belfer Center for Science and International Affairs at Harvard’s Kennedy School of Government, the International Security Program addresses the most important challenges to U.S. national security and international security and trains the next generation of scholars in this field. A cover letter is required for this position. Job-Specific Responsibilities: Reporting to the ISP Director, the program coordinator will perform the following duties. Administrative Support Act as the primary point of contact and information resource for students, staff, faculty, prospective fellows, current fellows, and the public regarding ISP administrative and program-related matters. Maintain and update information management systems, including the use of Salesforce. Oversee accounts and budgets for the program, working with the faculty director and finance team. Manage staff travel and process reimbursements in a timely manner using Harvard financial systems. Coordinate and provide general project office support, including arranging supply and repair requests for ISP offices and overseeing space usage. Program Coordination/Delivery Facilitate the planning, organization, and execution of ISP programming, including seminars, conferences, workshops, panel discussions, and reception; this includes all logistical aspects such as venue and vendor selection, catering, multimedia and virtual event setup, registration management, stakeholder outreach and speaker accommodations. Provide on-site support during programming, ensuring smooth operations, troubleshooting technical issues, and addressing participant inquiries. Liaise with Campus Planning and Operations (CPO) and Harvard University Dinning (HUDs) on setup for all ISP events. Maintain the ISP website, and facilitate digital channels related to information around fellowships and programming. Work with internal and external stakeholders both at HKS and the University, including Human Resources, Harvard International Office and Research Administration. Manage Salesforce registration and provide technical support to presenters and participants. Fellowship Portfolio Assist the Director and Faculty Director in running the fellowship cycle, including the application and selection process, onboarding, and support to current fellows, and serve as a primary point of contact for Center staff on HR and HKS policies for managing program fellows. Collect data and manage records to support the fellowship cycle using Salesforce. Stay updated on trends related to pre- and post-doctoral fellowships, as well as HR and scholar visa procedures. Recommend new or revised policies and possible implementation plans for the fellowship cycle. Organize and facilitate Fellows Orientation. Create content showcasing ISP fellows at the Belfer Center for internal and external promotion for use on website. Facilitate the offboarding of fellows into alumni status and connection to broader ISP network. Manage all visa paperwork and processes liaising with the Harvard International Office for fellowship. Serve as the main point of contact for Fellows, supporting their administrative needs for the duration of their affiliation with the ISP program. Manage nomination paperwork and logistics for fellows; including arranging visa and reconciling fellowship expenses and reimbursements as needed. Develop and support programming for fellows, including study groups and seminars. Basic Qualifications: 2 years of administrative experience. Additional Qualifications Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks simultaneously. Excellent communication skills, both written and verbal. Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams. A proactive attitude, creative problem-solving skills, and the ability to adapt to changing priorities. Knowledge or interest in science, international affairs, national security, and policy issues is desirable. Familiarity with Salesforce, Marketing Cloud, and CMS platforms. Demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience working with Harvard systems. Bachelor's degree in a relevant field (such as History, International Relations, or a related discipline) is preferred. Appointment End Date: This position is a fully benefits-eligible one-year term appointment, eligible for renewal/extension. Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Other Information: The role is based in Cambridge, MA, with the expectation of on-site work at the Belfer Center. The position requires work in-person on campus for a minimum of three days per week. 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 054. 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. 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 Kennedy School? The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.