This position will provide broad financial and administrative
support to two units, each with different needs, structures, and
unique responsibilities, the Committee on the Study of Religion and
the Department of Germanic Languages and Literatures. Besides
providing financial transactions support, this position will be the
lead on events coordination and support in both units, in addition
to providing a broad array of administrative support for faculty
and students, and occasional front desk coverage.
Auto req ID
403134 Coordinator I
Department Office Location
USA - MA - Cambridge
Arts and Humanities
55 - Hvd Union Cler & Tech Workers
Three or more years of administrative / office experience.
Education beyond high school may count towards experience.
Additional Qualifications and Skills
B.A. preferred; additional work experience may count towards
education. Three years' experience in an academic setting strongly
preferred. Excellent communication, interpersonal and
organizational skills. Excellent writing and editing skills.
Experience with social media and graphic design is desirable.
Positive attitude with ability to interact professionally and
courteously with a diverse range of personalities and styles. Sense
of humor important. Ability to handle shifting priorities and work
on multiple tasks simultaneously. Ability to effectively
problem-solve with high degree of discretion. Strong computer
skills and experience using Microsoft Suite applications and
Outlook strongly preferred. Willingness to learn new
Working knowledge of Oracle Financial Systems; PeopleSoft,
Microsoft Office Suite and Outlook; knowledge of Harvard systems
All formal written offers will be made by FAS Human
Committee on the Study of Religion
The Administrative Coordinator performs a broad array of financial
transactions and management, including but not limited to:
- Pays invoices and processes reimbursements/honoraria as
- Reconciles P-card and Corporate Card transactions;
- Assists with Concur set up and acts as delegate if
- Processes Buy2Pay transactions, including registering
suppliers/vendors, and entering/coding and orders.
- Troubleshoots/resolves payment and financial issues.
- Applies relevant University, FAS financial policy procedures to
financial transactions and identifies compliance issues.
- Must handle confidential information with highest degree of
- Supports the Director of Administration with financial reports
and journal requests.
The Administrative Coordinator takes the lead in staffing,
coordination and support of events for both units:
Primary responsibility for events planning including implementing
and staffing selected department social and academic events
(lectures, workshops, information gatherings, special occasion, and
scholarly meetings/conferences) with management oversight from the
Director of Administrator; the Coordinator is expected to
proactively prioritize being onsite for all department events,
including allocating for prep time and cleanup. Logistical
responsibilities include compiling and sending monthly events
calendars; securing venues, room reservations/scheduling; creating
and disseminating event advertisements and other digital and
printed materials; posting event listings to the department
website; producing basic printed materials; issuing invitations and
RSVP/registration tracking; room setup and breakdown; ordering and
setting up catering, bartending, flowers, and other services/items;
organizing security and custodial services and requesting
equipment; assessing and ordering technical services and equipment;
setting up certain self-service technical equipment in seminar
rooms; tracking/recording attendance; and onsite staffing. For
conferences and meetings that include invited speakers staying
overnight, arranging for hotel rooms, and processing travel
reimbursements and honoraria as appropriate (see above, under
financial processes). On occasion, this position will serve in a
support role to set up and execute virtual/hybrid events, manage
Zoom platform and host virtual events, and assist with the
post-production process for recordings and required accessibility
The Administrative Coordinator also provides a broad range of
administrative support services, shared with other team members,
including but not limited to:
- Website: maintains and updates department websites as necessary
with news items, events, announcements, course schedules,
staff/faculty/visiting scholar news; updates social media as
- Assists with onboarding new employees, visiting scholars,
- IT troubleshooting and communications with HUIT;
- Course catalog updates and working with the FAS Registrar's
office; room bookings; responding to emails received at the
department general inbox;
- Provides general department support to the Department Chairs,
Director of Administration, and other members of the department as
needed, including front desk coverage. May also assist Director of
Administration with specific projects including
onboarding/orientations for faculty, staff and students; admissions
season processes; and other responsibilities as needed.
Faculty of Arts and Sciences
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
Harvard University continues to place the highest priority on the
health, safety and wellbeing of its faculty, staff, and students,
as well as the wider community. Please note that all new employees
will be required to provide confirmation of primary series COVID-19
vaccination upon hire, as detailed on our COVID-19
Vaccine Requirement Webpage
. Harvard University Health
Services employees and other health care individuals are also
required to be up to date on vaccination as described by the CDC.
Individuals may claim exemption from the vaccine requirement for
medical or religious reasons. Additional information regarding this
requirement, exemptions, verification of vaccination status, and
other related policies and resources may be found on the
Commitment to Equity, Diversity, Inclusion, and
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.
We invite you to visit Harvard’s
Total Rewards website
to learn more about our outstanding
benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per
year (3 weeks for support staff and 4 weeks for
administrative/professional staff), 12 accrued sick days per year,
12.5 holidays plus a Winter Recess in December/January, 3 personal
days per year (prorated based on date of hire), and up to 12 weeks
of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and
vision benefits, disability and life insurance programs, along with
voluntary benefits. Most coverage begins as of your start
- Work/Life and Wellness: Child and elder/adult care
resources including on campus childcare centers, Employee
Assistance Program, and wellness programs related to stress
management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with
contributions from 5% to 15% of eligible compensation, based on age
and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program
including $40 per class at the Harvard Extension School and reduced
tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90%
reimbursement up to $5,250 per calendar year for eligible courses
taken at other accredited institutions.
- Professional Development: Programs and classes at little
or no cost, including through the Harvard Center for Workplace
Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options
handled through the Parking Office, including discounted parking,
half-priced public transportation passes and pre-tax transit
passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access
to Harvard athletic and fitness facilities, libraries, campus
events, credit union, and more, as well as discounts to various
types of services (legal, financial, etc.) and cultural and leisure
activities throughout metro-Boston.
Hybrid (partially on-site, partially remote)