Karen G.

* Process regular financial transactions through the HCOM Marketplace system, set up vendors, prepare reimbursement requests, assist with budget preparation and review and monitor monthly reconciliations of departmental spending. Created a budget tracking system for course spending, standardized a template for all future course expenditure tracking and developed a repository for quick reference to the program’s historical information, dating back four years

* Manage the Instructional Lunch Fund (ILF), collecting, preparing and submitting expense reports for faculty and teaching fellows. Monitor the ILF budgets of over 60 courses per year and serve as the primary source of information for program policies and best practices

* Coordinate and have direct responsibility for the appointment of assigned department teaching fellows and assistants in Asperin, preparing and maintaining personnel and administrative database records, collecting required tax paperwork and complying with University and/or government regulations

* Manage the collection and implementation of important logistical information for courses in the Empirical & Mathematical Reasoning and Science of Living System categories, including course offerings, times and professor(s). Update course listings in college catalog, book classrooms, run course lotteries and communicate with professor and related departmental administrators to obtain names of additional teaching staff

* Procure desk copies and course materials for assigned courses. Assist with any travel, accommodation or other logistical arrangements for approved guests speakers and field trips, including the research and contract negotiation of vendors, payment processing and expense and budget tracking

* Reviewed list of previous participants, corresponded with established contacts to inquire about potential participation and updated respondents of upcoming deadlines

* Examined programming requests in the Wintersession Activity Portal, corresponded with contacts about space and technology needs and booked room requests utilizing the Events Management System

* Served as a member of the Wintersession Committee, attending regular monthly meetings, recording and archiving minutes and maintaining following up correspondences. Monitored the primary e-mail account for the Wintersession program

* Collected program evaluations, developed tracking system to cross-reference participants with submissions. Currently drafting annual report for submission to the FAS Dean’s Office

* Oversaw the coordination and execution of 3-5 events per semester. Events included the Harvard College Happy Hour, the College of Opening Days lecture, the 2nd Annual Gen Ed Baseball Symposium and the annual OUE/Holyoke Center 4th Floor Holiday Party. Developed budgets, scheduled venues, arranged technology services and catering, recruited employees to staff events, set up/break down and served as day-of on-site supervisor

* Designed and developed marketing and promotional materials for the program, from initial mock-ups, to sourcing and ordering. Projects included custom totes and mugs for incoming teaching fellows, large-scale posters for Fall 2011 lectures, the cover for the 2011/2012 and 2012/2013 ‘Guide for Instructors’ and the ‘Quick Information Guide for Teaching Fellows’

* Executive Assistant for Stephanie Kenen, Associate Dean of Harvard College and Anne Marie Calareso, Associate Director of Gen Ed, maintaining calendars, scheduling complex meetings with multiple constituents, preparing materials, and filing documents. Extensive experience in responsibly handling confidential material

* Staffed the reception desk, answered phones, and monitored the primary e-mail accounts for the Gen Ed and Core Programs. Served as the first point of contact for faculty, students, TFs and staff on established program policies and practices. Managed the use of two conference rooms and three teaching fellow offices utilizing the Events Management System (EMS)

* Moderated and updated the Harvard Gen Ed Twitter Account (@HarvardGenEd), increasing the program’s visibility on and off campus

* First point of contact for faculty, applicants and current students. Processed course registration, tracked leave of absences and course waivers requests, communicated with the BU Bookstore to order and update sourcebooks and desk copies, monitored and generated class lists and reconciled grades

* Monitored and reconciled a $2.5 million budget. Managed accounts payable processes to ensure timely processing of invoices, billed expenses and disbursements.

* Participated in the coordination and production of the Department of Distance Education’s Lead the Way Symposium, three transitional Doctor of Physical Therapy (tDPT) Residency events per year, and multiple Doctor of Occupational Therapy (OTD) capstone and on-campus welcome events per semester. Responsible for venue scheduling, multimedia arrangements, vendor research and contracting, the drafting and distribution of relevant event materials, day-of on-site supervision, invitation/confirmation distribution and response tracking

* Created and executed the social networking strategy for each program, including Facebook, LinkedIn and Twitter

* Distributed information on academic programs, course offerings and departmental policies to applicants and current students

* Seasonal academic admissions administration, including the distribution and tracking of files to appropriate faculty members, preparation of admissions documentation and database maintenance

* On campus liaison between the Department, contracted external vendors and the Sargent College senior staff

* Established systems to track and provide analysis of historical enrollment data useful in year-end annual reporting

* Provided current and prospective students with information on academic programs, departmental policies and yearly course offerings including the distribution of course times, professors and classrooms. Served as a first point of reference for Graduate Teaching Fellows (TFs)

* Hired, trained and supervised up to 8 work-study/student support staff per semester. Developed and annually updated training manual for new incoming staff members

* Marketed programs to top potential students by participating in the organization and execution of the annual ECE Open House, ECE New Student Registration and Orientation events. Designed and developed production materials, edited program overview presentations and coordinated complex and customized agendas for each visiting prospective student

* Created new student files, assisted current students with registration and assisted in the maintenance and overview of student degree progress and research

* Academic admissions administration, including initial application review, assignment, tracking and distribution of files to faculty committee members, preparation of fellowship documentation and database maintenance

* Established first contact with callers and visitors and served as the ECE admissions contact for prospective students. Served as the liaison between the Department, the ECE Graduate Committee and the College of Engineering Graduate Programs Office

* Oversight of office maintenance and supply inventory

* Provided clerical and administrative support to the Academic Programs Administrator

* Answered direct professor and student inquiries

* Assisted with maintaining PHD database

* Data entry and file management, specifically during the admissions season

* Worked on assigned special projects as designated by supervisor