Administrative Coordinator, Harvard College

Job Summary

The Office of Administration and Finance at Harvard College provides financial, human resource, facilities, technology, policy and new program development, and strategic planning support to the Dean of Harvard College and to all the offices and departments of the College. Reporting to the Director of Administrative Operations and Planning for the College, the incumbent will provide administrative and calendaring support to the Dean for Administration & Finance and Director of Administrative Operations and Planning and will work closely with all members of the Dean’s Office team to perform a wide variety of high-level administrative functions.

Auto req ID

62177BR

Job Code

403040 Coordinator II

Department Office Location

USA - MA - Cambridge

Business Title

Administrative Coordinator, Harvard College

Sub-Unit

College

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

• A High School Diploma
• A minimum of five-years of administrative experience. Education beyond high school may count towards years of experience.

Additional Qualifications and Skills

• Bachelor’s degree strongly preferred
• Experience working in higher education or non-profits preferred
• Experience supporting a senior executive in a busy office preferred
• Meticulous attention to detail
• Ability to work independently with minimal supervision
• Utmost discretion and trustworthiness
• Excellent written and oral communication skills with demonstrated experience in editing/proofreading
• Experience with website development and other digital communications
• Strong ability to function collaboratively as part of a busy and high-profile team
• Strong calendaring, Excel, Word, and PowerPoint skills

Department

Harvard College Dean's Office

Pre-Employment Screening

Identity

Schedule

Monday through Friday 9am to 5pm

Job Function

General Administration

Position Description

Typical Duties:

Maintains two busy calendars

• Coordinates meetings including booking space, catering, preparing background briefings/materials/agendas and occasional note taking
• Creates and maintains filing systems and office management procedures
• Composes, proofreads, edits and/or prepares correspondence
• Updates annual memos, reports, and other College documents as needed
• Organizes, budgets for, and manages events such as the annual All College Staff Retreat, monthly professional development workshops, monthly Spirit of the College staff team-building events, and other large and complex meetings/events. For larger events, such as the All College Staff Retreat, leads a planning committee comprised of other College staff. Negotiates with caterers and vendors and coordinates AV and other facilities for such events.
• Manages the online Staff Portal website, including updating content to ensure accurate directory information, policies, and organizational structure, as well promotion of the Portal itself.
• Provides additional communications support through event promotion, production of annual staff appreciation video, coordinating staff headshots, and updating or producing various operational manuals (Faculty Dean, LEMT).
• Supervising student workers on communications and event planning tasks, including task assignment, oversight of work, and coaching.
• Processes travel and business expense reimbursements, pays invoices, and reconciles spending against budgets allocated to the Office
• Provides support as needed to the other members of the Administration and Finance team, including the Associate Dean of Finance
• Contributes to office goals by accomplishing related duties and special projects as assigned by the Dean for Administration and Finance
• Other duties as assigned by the Dean for Administration and Director of Administrative Operations and Planning

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

Regular walking and occassional need to carry moderately heavy boxes

Working Conditions

Office, with regular need to visit other locations on campus for events-related work

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.

Benefits

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 date.
• 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.

Work Format

Hybrid (partially on-site, partially remote)