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Administrative Coordinator for the Harvard Mellon Urban Initiative (HMUI)

Harvard University, Faculty of Arts & Sciences
Massachusetts, United States
Salary Not Specified
Posted Date
May 4, 2023
Job Summary

The position of Coordinator II of the Harvard Mellon Urban Initiative (HMUI), is the only dedicated staff position at HMUI at .5 full time equivalent (FTE). This position works directly with HMUI co-directors (aka principal investigators) on all aspects of events and programming including awarding grants to Harvard affiliates across the university, managing all aspects of the interdisciplinary doctoral dissertation fellows + workshops (again, HMUI fellows come from all parts of the university), events, and HMUI grant reporting to the Mellon Foundation in conjunction with the Office of Sponsored Research. This work includes coordinating all aspects of meetings and events, supervising graduate student workers, acts as HMUI’s 1-9 Coordinator, orders office supplies and Covid-19 related supplies, performs regular updates to the HMUI website, compiling, and sending out HMUI’s newsletter ‘Urban Notes @ Harvard”, performing communications/scheduling with HMUI’s associated faculty, grantees, and doctoral dissertation workshop as well as ad hoc projects such as coordinating the creation of a new website.

Auto req ID


Job Code

403040 Coordinator II

Department Office Location

USA - MA - Cambridge

Business Title

Administrative Coordinator for the Harvard Mellon Urban Initiative (HMUI)


Arts and Humanities

Salary Grade


Time Status



55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Bachelor’s degree or 5 years of experience in higher education administration.

Additional Qualifications and Skills

Master’s degree or 10 years experience in higher education administration. Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal and communication skills . 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

This is a 23-month term position with possibility for renewal based on available funds.

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


Arts and Humanities Administrative Services

Pre-Employment Screening

Education, Identity

Job Function

General Administration

Position Description


Prepares and maintains unit's records, monitors expenses via HART, prepares financial numbers for annual grant reporting. Performs financial transactions, paying grants and fellowship funds as well as any other transactions related to events/meetings. Collaborating with co-director to carry-out budget plan and track expenditures.

Events & Meetings

Oversees annual event series in addition to all one-off events. Arranges venue & logistics; coordinates travel and peripheral events such as dinners, non-employee reimbursements. Meets regularly with co-directors, composes agendas, captures action items, prepares supporting documents, schedule.


Develops and implements complex administrative systems and procedures for grants and fellowship processes including timelines, partnering with a vast number of university units to advertise grant CFP, solicit faculty nominations for doctoral fellows, invites nominated doctoral students to apply, coordinates review committee, manages CARAT application portal, coordinates with other Harvard units and schools on dispersing funds to grantees and fellows, receives all grantee and fellow documentation.

Hiring, supervising, and supporting employees

(HMUI) Supervise student workers in events and communications roles, act as I-9 administrator, PeopleSoft hiring, approvals, and weekly time reports.

Other recurring tasks as per program needs including but not limited to:

Conceive/research new internal administrative systems and technologies.

Lead process of maintaining and developing website. Collects website content from all affiliates and manage website updates.


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.

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.


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)

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