Administrative Coordinator/Scheduler

Job Summary

The Scheduler for the Faculty of Arts and Sciences (FAS) Administration & Finance (A&F) Dean’s Office is part of an administrative team charged with supporting the senior leadership as well as the Dean of A&F. Daily interactions/communication with FAS departments, central administration, and other Harvard schools will occur to ensure meetings, events and committee meetings are scheduled in a timely and efficient manner. The role will be assisting with the support of a new group of six leaders in the A&F Dean’s office.

Auto req ID

60578BR

Job Code

403035 Executive Assistant

Location

USA - MA - Cambridge

Business Title

Administrative Coordinator/Scheduler

Sub-Unit

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

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

· At least five years of office experience in a service-oriented position; education may count toward experience

· Experience with Microsoft Office and Adobe Professional Suites

Additional Qualifications and Skills

· College degree and experience in higher education preferred.

· Solid administrative and advanced computer skills. Experience with document imaging/scanning software.

· Strong ability to juggle multiple tasks and deal with constant interruptions and deadlines.

· Professional and courteous manner, eagerness to work collegially and flexibly with all levels of staff. Excellent attention to detail, strong proofreading skills, discretion, diplomacy, good judgment, and demonstrated ability to handle confidential information essential.

· Availability to work occasional overtime for events that fall outside regular business hours.

Department

Office of the Dean for Administration and Finance

Pre-Employment Screening

Identity

Schedule

Monday - Friday 9:00-5:00. Modifications to this schedule can be proposed for consideration by the successful candidate.

Job Function

General Administration

Position Description

Reporting directly to the Faculty of Arts and Sciences (FAS) Dean’s Office Executive Assistant, the Scheduler provides scheduling and administrative support to manage the new units that are now part of the Administration & Finance (A&F) Dean’s Office as well as the existing leadership. The Scheduler will have a profile defined by the Executive Assistant to support the office with scheduling and basic administrative tasks. This role will also serve as a backup for office needs and work as part of a team for internal and external constituencies on all matters pertaining to the Dean. The individual coordinates assignments, coverage, and priorities for the office with their supervisor and oversees special projects as needed. This individual will also work closely with A&F’s newly appointed unit leadership – the Associate Dean of Strategic Analysis, the Strategic Director of Endowment and Gifts and the FAS Campus Curator.

Specific responsibilities include:

· Working with the Executive Assistant to ensure the scheduling of meetings for the Associate Dean of Strategic Analysis, Strategic Director of Endowment and Gifts and the FAS Campus Curator calendars while maintaining accuracy and confidentiality; working with many staff members to coordinate executive-level schedules; ensuring that meeting details are confirmed (attendance, time/duration, location, travel time).

· Daily maintenance of leadership calendars: anticipating and managing conflicts; rescheduling meetings as needed; adding and accommodating last minute and/or emergency meetings and phone calls to their schedules. Consult with the Executive Assistant if questions, issues, or concerns occur.

· Assisting the Executive Assistance with administrative support needs for the A&F Dean’s office ranging from ordering supplies to working with building vendors to event support.

· Serving as back up to the Executive assistant for coordination with University Hall (UHall) building manager, Facilities Maintenance Operations (FMO) staff which includes managing the building budget, facilitating repairs, answering questions for staff occupants, as a contact person for all office equipment, general building questions and maintaining stock for UHall kitchen.

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

Hybrid office environment: this position will be based in Cambridge, MA and there is an expectation of some workdays per week on campus. Individual flexible and remote work options for this role will be discussed during the interview process.

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.