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Program Coordinator for Byzantine Studies

Position Title: Program Coordinator for Byzantine Studies

Supervisor: Director of Byzantine Studies

Department: Byzantine Studies

Grade: 55, non-exempt, union

Hours: Full-time, 35 hours per week


Dumbarton Oaks is a leading research center in Byzantine Studies affiliated with Harvard University. The institute has a research library that is a point of reference for the field, world-renowned museum collections and a historic garden open to the public. The Byzantine Studies Program plays a central role within Dumbarton Oaks’ mission by supporting the highly international fellowship program, as well as visits by faculty and students from Harvard and other universities, and a distinguished roster of visiting scholars. The program hosts a wide variety of scholarly events, such as public lectures, workshops, colloquia, and symposia. The program also runs one or more summer schools every year. Under the direction of the Director, the Program Coordinator will support all the activities of the Byzantine Studies Program, working collaboratively with colleagues in the Library, Events, IT, Academic Programs, Communications, and Publications departments.

This is a great opportunity for an individual with great communication and organizational skills and a passion for the humanities, who is interested in a career in academic or cultural institutions and enjoys managing and supporting scholarly programs and events in a stimulating and highly collaborative and collegial environment.

Duties and Responsibilities

  • Supports the Director of Byzantine Studies, handles all office functions, manages professional correspondence with a high degree of professionalism, timeliness, and discretion.
  • Coordinates all department’s meetings, autonomously arranges for travel as requested, handles scheduling, prepares agendas and official meeting minutes for ongoing projects, including joint projects with other Dumbarton Oaks departments and other
  • Serves as principal administrative contact and liaison with colleagues and constituents, principal source of information on established policies and administrative procedures.
  • Monitors and updates administrative policies and procedures, templates, workflows for seamless internal implementation and effective communication.
  • Prepares and maintains programmatic records and documentation (financial, scholarly, and administrative). Supports preparation and monitors annual budget, provides background information and analysis of expenditures. Processes invoices and reimbursements.
  • Organizes senior fellow and advisory meetings, prepares agenda, provide minutes, and attends to all administrative needs, including Senior Fellows’ travel and accommodations, preparation and circulation of agendas, minutes, and other materials.
  • Coordinates scholarly events hosted by the BYZ Program which may include an annual symposia, colloquia, public lectures, workshops, summer schools, etc. Responsible for event logistics including announcements, registration, speaker arrangements, travel reimbursements, and related correspondence. Assists with events during some evenings and weekends; some scheduling flexibility is essential.
  • Manages process of organizing and reviewing fellowship applications, awards, and residencies through application portal on Embark. Creates and reviews applications on Embark for summer schools.
  • Maintains department’s programmatic news and information distribution via website, newsletter, mailing lists, and social media, using Salesforce or other systems, publicizing scholarly events, programs, and coordinating digital initiatives, such as the Byzantine Podcast Series, as needed.
  • Supports the Director of Study and Managing Editor with tasks related to Byzantine publications, contacting contributors, processing honoraria, conveying proper guidelines, and performing other tasks as needed.
  • Provides policy interpretation on grant parameters, and trains new staff on departmental processes and procedures. Assists grant awardees with reimbursements and report processes.
  • Compiles, edits, and reviews documents and reports including fellows’ research reports, and speakers’ abstracts and biographies for symposia and colloquia.
  • Prepares reports on outreach and events as well as financial reports, retains records, and manages program outreach utilizing a variety of computer software and applications (Salesforce, Adobe, Office 365, 3PlayMedia, Zoom, Otter, Embark, Audacity).
  • May use simple graphic design to prepare invitations, programs, and posters in compliance with the Dumbarton Oaks style guide and templates.
  • Assists award holders with routine matters. Fields front-line inquiries related to symposia, public lectures, graduate workshops, pre-doctoral residencies, one-month research awards, and internships, as well as general inquiries.
  • Other duties as assigned.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience. Experience with Microsoft Word, PowerPoint, and Excel.

Additional Qualifications:

  • B.A. preferred in the humanities.
  • One to three years' experience supporting an executive or a program preferred.
  • Knowledge of ancient, medieval, or modern Greek an advantage.
  • Graphic design skills in Adobe Photoshop, InDesign, or Illustrator software highly desirable.
  • Experience being resourceful preferred.
  • Experience using Salesforce, Zoom or other video conferencing software.
  • Experience in preparing/monitoring and forecasting budgets
  • Exercises financial management and oversight of assigned programs and strives to achieve financial goals
  • Experience collaborating on a team
  • Strong problem-solving skills
  • Experience being efficient at multitasking and prioritizing tasks with a high level of autonomy
  • Excellent communication and interpersonal skills
  • Excellent writing and editing skills

Working Conditions

COVID Vaccine PolicyThe University requires all Harvard community members to be fully vaccinated (primary series) against COVID-, as detailed in Harvard’s Vaccine & Booster Information Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage:

To Apply

The position remains open until filled. Please forward résumé and cover letter detailing relevant qualifications by clicking the link below.

Dumbarton Oaks is an Equal Opportunity Employer (EOE)