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Faculty Coordinator

Employer
Harvard University, Faculty of Arts & Sciences
Location
Massachusetts, United States
Salary
Salary Not Specified
Date posted
Jun 1, 2023

Job Details

Job Summary

The Faculty Coordinator supports 2-3 PI's with a combined research group of 20+ members within the Department of Organismic and Evolutionary Biology. This position reports directly to the Associate Director of Administration, with a dotted line report to the PIs. This position coordinates all administrative operations for multiple faculty with busy and complex labs.

Auto req ID

62536BR

Job Code

403134 Coordinator I

Department Office Location

USA - MA - Cambridge

Business Title

Faculty Coordinator

Sub-Unit

Sciences

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Three years of office administration experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

College degree preferred, or an equivalent of education plus experience in an office environment. Prior experience working closely with faculty and/or researchers. Experience with budgets and grants preferred. Solid working knowledge of computer software and electronic communications tools. Excellent interpersonal and communication skills required. 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. Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy. Ability to work across teams and with a variety of projects and constituencies.

Additional Information

A resume and cover letter must be submitted in order to be considered for this position.

Harvard University will not provide visa sponsorship for this position.

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

OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.

Department

Organismic and Evolutionary Biology (OEB)

Pre-Employment Screening

Identity

Schedule

Monday - Friday, 9:00 AM - 5:00 PM

Job Function

General Administration

Position Description

Administrative Support:

Coordinates complex and confidential activities in support of 2-3 faculty members with research groups of 20+ and extensive sponsored research portfolios. Acts as primary point person for facilities and equipment issues, and IT service and repairs; and is a liaison between the lab and the department, and other university collaborators. Organizes and implements all group administrative systems and procedures. Organizes and manages all logistics for conferences, symposia, events, and retreats for PI and lab. Serves as a primary source of contact with vendors.

Financial Support:

Works with OEB Finance to provide periodic updates to faculty/PI on spending, and monitors spending on faculty accounts. Purchases and maintains inventory of supplies for office and lab. Processes all lab orders and submits payment requests to OEB. Creates and submits corporate card and PCard payments for processing. Processes all expense reimbursements to faculty and lab members.

Faculty Support:

Ensures that journals adhere to University copyright policies. May edit manuscripts and coordinate submission to journals. May provide support for drafting, editing, and submitting letters of recommendation, reports, and non-scientific materials for proposals. Maintains and updates faculty documents. Maintains and organizes a high volume of complex calendar requests and travel arrangements. Assists with creating presentation materials and visual aids. Assists with preparation, organization and dissemination of various meeting materials. Assists with preparation of course and lecture materials. Maintains and updates lab and project websites. Serves as the project manager on all redesign and content updates.

Sponsored Research Support:

Assists in preparation of grant proposals and reports. In collaboration with OEB sponsored research staff, reviews finances for sponsored research budgetary compliance issues. Serves as point of contact and resource for scientific collaborators.

Lab Support:

Maintains lab training rosters and ensures all members of the labs are in compliance with EH&S regulations. Arranges travel logistics for lab members to attend conferences and meetings. Works closely with OEB Administration to provide information for academic and research appointments. Provides an orientation to new post-docs, graduate students, temps/LHTs into the labs. May assist with lab protocols. May assist with the purchase, import and export of live animals in conjunction with OAR and external vendors/researchers.

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

Office and lab. Some pushing, pulling, lifting (may assist with deliveries of lab supplies, food, etc.), may move boxes, sort files, etc.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

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)

Company

 Harvard FAS

The Faculty of Arts and Sciences is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 30 centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

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