Join Our Team
position: Program administrator
Deadline: November 12, 2021
The Institute to End Mass Incarceration seeks to hire a Program Administrator to support its mission and leadership. IEMI’s mission is to work towards ending mass incarceration in the United States, and the Institute includes a clinical and advocacy component as well as research and innovation components.
The Program Administrator is an integral member of IEMI’s team, helping to design and administer essential processes and completing key tasks that meet the needs of the leadership, students, staff, and external contacts and partners.
- Provide a wide range of support for the Executive Director (ED) and Executive Faculty Director (EFD), including: managing and scheduling calendars and communications, composing and editing various forms of communications, and assistance with other projects as needed.
- Review and analyze current communications and workflow systems and design and implement updated methods and procedures with the goals of maximizing sources of human capital, fostering effective, efficient, and collaborative teamwork, streamlining task tracking and creating prioritization strategies.
- Manage all aspects of office administration including organization of meetings, communications platforms, office procedures and purchasing of office supplies and serve as the clinical operations and IEMI liaison with other HLS departments, vendors, and the Office of Clinical and Pro Bono Programs.
- Manage financial transactions including invoicing, billing, drafting and handling contracts and payments to contributors; expense reconciliation and reimbursements; fundraising and grant-writing support, including tracking of deadlines and needs, as well as report and application support
- Execute key tasks relating to the coordination and communication of events and programs including scheduling, arranging event support, assisting guest speakers, and contributing to related communications and the development of projects; arrange travel and other related logistics and needs in support of both the ED and EFD, as well as the guests and visitors of IEMI.
- Oversee the on-boarding and off-boarding of personnel, including staff, HLS students, volunteers, and student interns, and assist with all hiring and recruitment processes.
- Other duties and projects as assigned.
5 or more years of experience in office administration or related field (business environment and/or customer service). Education beyond high school may count toward experience.
- A strong interest in (based on direct experience or otherwise) social justice, racial justice, and the crisis of our criminal legal system and mass incarceration.
- Ability to assess and diagnose existing workflows and processes and to propose and implement adjustments or new processes and systems, working collaboratively with key personnel.
- Proven ability to deal with confidential and sensitive material/information in a professional manner and to handle information with discretion, sound judgment and attention to detail; ability to manage multiple complex tasks in a fast-paced and demanding environment.
- Ability to work with a variety of people both independently and part of a team.
- Strong office technology skills and willingness/ability to learn and adapt to new software and technologies; familiarity with various online platforms and apps, including finance systems, preferred (such as Canvas, Helios, Egencia, Oracle, Concur).
- Value equity and diversity and are committed to helping us build a diverse, respectful, and inclusive work environment.
Our Relationship with Harvard University
- Reports to Executive Director, Institute to End Mass Incarceration
- This is a full-time, non-exempt position with a union salary grade of 56 ($62,641 to $102,491). Salary offer will be based on experience as it relates to Harvard Law School internal equity structure.
- The term of the appointment is one year, subject to renewal based on need, funding and mutual agreement.
- This role will require on-campus presence. Flexwork requests should be discussed with the Institute’s Executive Director and must align with Harvard’s flexwork policies, payroll guidelines, and HLS’s flexwork guiding principles.