Dumbarton Oaks is a leading research center in Pre-Columbian Studies affiliated with Harvard University. The institute has a research library that is an essential resource for the field, joined to a renowned museum with notable strength in its Pre-Columbian collections. The Pre-Columbian 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, including an Annual Symposium, public lectures, workshops, and colloquia. Under the supervision of the Director of Studies, the Program Coordinator will support all the activities of the Pre-Columbian Studies Program, working collaboratively with colleagues in the Academic Programs, Communications, Events, and Library.
The Program Coordinator provides support to the Director in running the Studies Program and serves as the main source of information about it for scholars and the public. S/he coordinates program activities including fellowships, symposia, seminars, colloquia, workshops, public lectures, visiting scholars, research awards, pre-doctoral residencies, and project grants.
This position offers a special opportunity for an individual with proven communication and organizational skills and a passion for the humanities. It is ideally suited for someone who is interested in a career in academic and/or cultural institutions and enjoys managing and supporting scholarly programs in a stimulating, collaborative and collegial environment.
Duties and Responsibilities
Supports the Director of Studies in running the Studies Program, handles all office functions, manages professional correspondence with a high degree of professionalism, timeliness, and discretion. Arranges program-related travel and handles scheduling for the Director of Studies.
Coordinates the department’s meetings, prepares agendas and handles minutes and reports for ongoing projects, including joint projects with other Dumbarton Oaks departments and other institutions.
In collaboration with the Events Office, supports all scholarly events handled by the Pre-Columbian Studies Program which may include an annual symposium, colloquium, public lectures, workshops, talks by fellows, scholars and invited guests. Event logistics include announcements, registration, speaker arrangements, travel reimbursements, and related correspondence. Assists with events during some evenings and weekends; some scheduling flexibility is essential.
Advises Pre-Columbian fellows, scholars, speakers, and project grant recipients on travel and expense reimbursement policy and project grant policy; processes travel and expense reports and project grant funds. Advises new Tyler Fellows and, in special circumstances, Humanities Fellows and Interns on department events and institutional policies.
Under the guidance of the Director of Studies, prepares annual budget; monitors expenditures and processes invoices.
Supports the annual meetings of the Senior Fellows committee that advises Dumbarton Oaks on the fellowship selection and scholarly programs. Handles Senior Fellows’ travel and accommodations; responsible for timely preparation and circulation of agendas, minutes, and other materials.
In collaboration with the Manager of Academic Programs, supports the annual fellowship selection process and coordinates other awards managed by the program. Assists with other scholarly programs related to the department as appropriate.
May use basic graphic design to prepare invitations, programs, and posters in compliance with the Dumbarton Oaks style guide and templates.
May assist the Director of Studies with tasks related to Pre-Columbian publications if needed.
Maintains the department web page, mailing list, and social media using Salesforce and other systems.
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.
Three or more years of related experience. Education beyond high school may count toward experience. Excellent knowledge of Microsoft Office.
B.A. preferred in the humanities. Spanish language skills highly preferred. Excellent communication skills (written and verbal). Excellent organizational and office skills, including budget preparation, ability to manage and prioritize multiple deadlines and make efficient use of systems. One to three years' experience supporting an executive or a program preferred. Experience and knowledge of Salesforce, Photoshop and InDesign software highly desirable.
About Dumbarton Oaks Research Library and Collection
Dumbarton Oaks is an institute of advanced research affiliated with Harvard University and located in Georgetown, Washington, D.C. It supports research in the areas of Byzantine, Pre-Columbian, and Garden and Landscape Studies through a residential fellowship program, as well as a rich program of scholarly events and publications (print and digital), while also welcoming the public to its museum and historic garden.
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