Coordinator for the Office of the Secretary

Job Summary

The Office of the Secretary supports the effective governance of the Faculty of Arts and Sciences and assists faculty and students in formulating and understanding the policies and programs of the Faculty.

Auto req ID

59729BR

Job Code

403040 Coordinator II

Location

USA - MA - Cambridge

Business Title

Coordinator for the Office of the Secretary

Sub-Unit

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

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Five or more years of relevant administrative experience in an office setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• College degree strongly preferred.
• Attention to detail is essential.
• Experience managing budgets preferred.
• Excellent interpersonal and communication skills required.
• Must be well versed in the Chicago Manual of Style and familiar with Robert's Rules of Order.
• Ability to prioritize work in an environment with multiple and conflicting interests.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Competency using a variety of computer software.

Additional Information

All formal written offers will be made by FAS Human Resources.

Department

Office of the Secretary

Pre-Employment Screening

Identity

Schedule

9-5 M-F

Job Function

General Administration

Position Description

Reporting to the Secretary of the Faculty, the Coordinator provides support in the following areas:

• Oversees the logistics of Faculty and Faculty Council meetings, ensuring all necessary materials and equipment are provided and in place. Prepares draft agendas and other materials for Faculty and Faculty Council meetings.
• Serves as the principal administrative liaison with faculty regarding preparation and presentation of Memorial Minutes and fact-checks the Minutes when they are submitted.
• Oversees and has direct responsibility for the creation of black-bordered cards.
• Drafts and edits minutes and notes for the Faculty and Faculty Council meetings.
• Conducts intra-institutional research projects, as requested.
• Has direct responsibility for ensuring that the records of the office are properly organized and archived, creating the historical record of the Faculty. Serves as the office’s liaison with the University Archives and with Records Management.
• Coordinates the tracking and presentation of honorary degrees at Faculty meetings.
• Serves as department administrator, including attending Administrators’ Town Hall meetings on behalf of the department.
• Drafts annual budget for the office, in consultation with the Secretary.
• Manages the financial operations of the department, preparing and maintaining the office’s financial records. Reviews complex documents to assure compliance with University requirements and notifies supervisor of unusual situations. Prepares and approves purchase orders and payment requests and monitors status of transactions.
• Organizes the planning and prioritization of the office's administrative calendar.
• Negotiates with vendors and makes recommendations for food, managing to a pre-assigned event budget.
• Staffs working groups and decanal committees.
• Drafts correspondence.
• Provides administrative support to the Secretary of the Faculty.
• Maintains and updates the office website.
• Oversees student interns and temporary employees.

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

This position will be based in Cambridge, MA. The expectation is a full-time schedule on campus with possible hybrid work options in the future.

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/ .

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.