Senior Executive Assistant/Project Coordinator, Office of Undergraduate Education

Job Summary

The Senior Executive Assistant/Project Coordinator at the Office of Undergraduate Education (OUE) provides complex administrative support to the Dean of Undergraduate Education and the Associate Deans of Undergraduate Education. This position also serves as the first point of contact for the OUE and the Deans and provides complex administrative and project support for the OUE team.

The OUE is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment.

Auto req ID

59725BR

Job Code

403040 Coordinator II

Location

USA - MA - Cambridge

Business Title

Senior Executive Assistant/Project Coordinator, Office of Undergraduate Education

Sub-Unit

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

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Five plus years administrative and customer service experience.

Additional Qualifications and Skills

Experience providing complex administrative support in a high-profile, fast-paced environment with flexibility, patience, tact and diplomacy and proven ability to multi-task. Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications. Must be able to create tracking systems, accurately track information with a high level of detail, and follow-up with a variety of stakeholders. Experience with MS Office and Google calendars/spreadsheets/documents. Strong communication skills and proven interpersonal skills. Experience managing multiple deadlines. Ability to work across teams and with a variety of projects and constituencies. Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment. Discretion and a proven ability to handle confidential information.

Additional Information

Vaccine Requirement Language :

COVID Vaccine Policy: The 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: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Department

Office of Undergraduate Education

Pre-Employment Screening

Identity

Schedule

Monday through Friday, 9 am to 5 pm with 1 hour unpaid lunch.

Job Function

General Administration

Position Description

Support to the Dean and the Associate Deans of Undergraduate Education (50% of time) :

Provides support to the Dean and the Associate Deans of Undergraduate Education:

• Manages complex calendars, arranging meetings, appointments, and travel. This includes handling confidential communications and logistics for various committees and staff. Coordinates events as necessary.
• Serves as first point of contact for the Deans and OUE as a whole. Answers and routes phone calls, mail, and e-mail messages and handles wide-range information dissemination.
• Monitors and triages departmental e-mail accounts and distributes communications from the Dean and the Office of Undergraduate Education.

Administrative and Program Support for Office of Undergraduate Education team and OUE Special Projects (50% of time) :

In collaboration with the Dean and Associate Deans, the Executive Director for Administration and the Associate Director of Administration, provides a wide range of complex administrative support to the Office of Undergraduate Education team, including:

• Processes financial transactions, including submitting vendor payments, tracking invoices, ordering supplies, and handling purchasing via HCOM, Concur, and p-cards.
• Provides communications and technology support, including maintaining and updating websites, managing communications via MailChimp or other systems, providing staffing and technical support for webinars and various software platforms.
• Serves as primary facilities contact for the Dean?s Office, working with building manager and others to ensure appropriate changes to telephones, space, furniture purchases, repairs, etc.
• Other duties as assigned, including but not limited to researching, compiling and tracking information, event planning and supporting various office projects.
• Supports OUE projects, including, but not limited to supporting committees, recording minutes, managing logistics and communications, assisting with communications and project tracking, document management, event coordination and management, scheduling, and directing student employees.
• Supports the Phi Beta Kappa awards process and event planning, coordinates Detur Prize event planning with Detur Prize planning team, and supports the course innovation fund process.
• Other projects in other OUE offices as assigned.

This position will be based in Cambridge, MA and requires at least 4 days in the office. Furthermore, individual flexible and remote work options for this role will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT).

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.

Physical Requirements

• Sitting using near vision use for reading and computer use for extended periods of time
• Lifting (approximately 20 to 30 pounds), bending, and other physical exertion

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.