Administrative Coordinator

Job Summary

This position is responsible for the management of the Department of Economics’ front office environment. Front office management needs include those related to building and equipment maintenance, asset management, office supply inventory and stocking, departmental internal communication flow, limited event coordination, room management, and executive assistance to leadership. This position will also provide administrative support to the department’s junior faculty and emeritus faculty.

Auto req ID

58865BR

Job Code

403134 Coordinator I

Location

USA - MA - Cambridge

Business Title

Administrative Coordinator

Sub-Unit

------------

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Three or more years' experience or a bachelor's degree. Experience with Microsoft Office.

Additional Qualifications and Skills

Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal and communication skills. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software. Preferred advanced knowledge of Word, spreadsheets, and/or databases; may be tested on appropriate computer skills as required.

Additional Information

All final offers will be made by FAS HR.

Department

Economics

Pre-Employment Screening

Education, Identity

Job Function

General Administration

Position Description

ADMININSTRATIVE OFFICE MANAGEMENT

Ensures smooth day-to-day functioning of department's front office environment to meet faculty, student, staff and visitor needs.

* Develop systems and processes to ensure that routine administrative tasks are done as scheduled and to the highest standard, including activities related to: office supplies; copier/printers; building signage; packages and mail; building and office access management

* Handles general department internal and external inquiries (e.g. phone calls, monitoring departmental email account).

* Organizes and implements systems to efficiently and effectively facilitate routine department communication internally and externally.

* Serves as point of contact for data room access, as needed.

* May coordinate department events as needed.

* Recruit student and temp worker applicants and manage their work portfolios, as needed.

FACILITIES & EQUIPMENT MANAGEMENT

Serves as liaison between the Office of Physical Resources furniture manager and building manager for the department’s physical resource needs, which occupies nearly all Littauer Center, and serves as department's source of information on departmental building and furniture policies and procedures.

* Organizes and implements systems to fulfill equipment, furniture and space needs; and troubleshooting issues that arise in all these areas, including building maintenance requests.

* Handles emergency situations and coordinates office moves to accommodate required maintenance needs.

* Coordinates all office and classroom moves throughout the year.

* Support Office of Physical Resources during construction project needs.

* Manages vendor relationships and related departmental agreements.

* Manages non-course related space needs.

* Facilitates room set-up for space requests and communicates schedule/booking arrangements to stakeholders.

* Organizes and implements systems and policies to manage front office assets.

FACULTY SUPPORT

Provides range of administrative support to department junior faculty and emeritus faculty, including:

* Serves as principal contact and source of information for students, staff, and faculty.

* Serves as liaison with departmental administrative leadership.

* Provides course support, including updating and managing course sites using Canvas.

* Assists with recommendation letters and job market application processes.

EXECUTIVE SUPPORT

Provides wide range of high-level administrative support to department leadership, primarily the Executive Director (ED), and secondarily, Associate Director of Administration (ADA), handling confidential information.

* Manages the daily and long-range calendar for the Executive Director and ADA, including scheduling meetings, coordinating meeting logistics, preparing agendas, and documenting/driving follow-up activities and deliverables.

* Drafts and edits email, meeting notes, memoranda, routine personnel letters, and other general correspondence.

* Develops electronic systems and workflows for scheduling, task management, and other administrative tasks.

School/Unit

Faculty of Arts and Sciences

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.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . 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: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.