Program Operations Manager

Harvard Medical School

Boston, MA

ID: 7189434 (Ref.No. hh-64081BR)
Posted: October 30, 2023

Job Description

Position Description
The Program Operations Manager reports to the Assistant Director, Program Operations in the Office for External Education (OEE), at Harvard Medical School. Working closely with the Assistant Director, other Program Managers and Coordinators in OEE, and the OEE Program Operations team, the person in this position will take an active role in planning and executing OEE Program Operations events, both in-person and virtually.

The Manager will take part in OEE best practice and standard operating procedure (SOP) working groups in order to assess and measure the effectiveness of existing guidance documents and creation of new SOPs. They will serve as liaison for efficient information sharing across various OEE departments and advises on the implementation of new platforms and technologies.

A list of core responsibilities is included below:

Program Operations Management
  • Manage the operations and event logistics of a mixed portfolio of in-person domestic programs, in- person international programs, and live-virtual programming from the planning process through to completion and beyond.
  • Develop strategic timelines, prepare, and lead planning meetings with the program team.
  • Serve as frontline program delivery support for learners and faculty on all programs within the assigned portfolio, representing HMS and the Office for External Education (OEE).

Domestic and International Risk Management
  • Develop a risk mitigation plan for specific programs, clients, and locations.
  • Assess risk issues and develop mitigation strategies in advance of programming for logistical, cultural, learning, faculty, and geopolitical elements.
  • Collaborate with HU Global Support Services and HMS Emergency Management to develop and disseminate safety and security communications.
  • Manage, triage, and escalate issues or emergencies in real-time.
  • Identify and escalate any branding, use of Harvard’s name, or copyright issues while working with partner institutions.

Relationship Management
  • Independently manage relationships with program directors, faculty, education and business unit colleagues, clients/external partners, and vendors.
  • Effectively collaborate with business unit and core function representatives within OEE to ensure programs and collateral are marketed, budgeted, and branded properly.

Budgeting, Forecasting, and Financial Reconciliation
  • Oversee financial aspects of the program including managing to an established budget, negotiating and optimizing pricing with vendors, and working with faculty to propose cost-effective programming solutions.
  • Reconcile all program expenses and ensure final invoices align with contracted and negotiated rates.

The Office for External Education provides healthcare professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the School’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.
Basic Qualifications
5 or more years of experience in events, logistics, or related fields. Higher education may count towards experience.
Additional Qualifications and Skills
  • Bachelor's or Master's degree preferred.
  • Strong working experience with Zoom, Cvent, Canvas,, and/or related platforms. Salesforce experience is a plus.
  • Excellent interpersonal, written, and verbal communication skills.
  • Superior organizational and project management skills with the ability to function independently in a changing environment.
  • Demonstrated skills in prioritizing/performing multiple tasks while maintaining exceptional attention to detail.
  • Skilled in meeting required deadlines with limited supervision.
  • Proficient in the use of Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook. Ability to independently create detailed reports.
  • Ability to handle confidential information with discretion.
  • Promote and maintain the highest level of customer service during high-profile events in the US and abroad.
Additional Information
Cover letters are strongly encouraged as part of the application process.

The position involves domestic and international travel of up to 20% time during periods of peak program activity.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! ( ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.