Administrative Coordinator

Job Summary

The Department of Economics is seeking a customer-service orientated, collaborative and organized Administrative Coordinator to support day-to-day operations that enable the department to do its best work. Reporting to the department’s Associate Director of Administration (ADA), the Administrative Coordinator is a member of the department’s Administrative Operations (AdminOps) team tasked with supporting non-financial administrative functions of the department, including building operations, physical and human resources, communications, events and programs.

Auto req ID

63733BR

Job Code

403134 Coordinator I

Department Office Location

USA - MA - Cambridge

Business Title

Administrative Coordinator

Sub-Unit

Social Sciences

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Three or more years’ administrative experience including customer service experience. Project management experience. Experience with MS Office.

Additional Qualifications and Skills

Preferred experience in academic setting. Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests. Skilled at thinking quickly on their feet, with a keen sense of humor and calm to handle the unexpected. Excellent interpersonal and communication skills and contributes to providing a welcoming environment for all. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software. Preferred advanced knowledge of Word, spreadsheets, and/or databases; may be tested on appropriate computer skills as required.

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

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

Department

Economics

Pre-Employment Screening

Identity

Job Function

General Administration

Position Description

GENERAL OPERATIONS COORDINATION

Serve as the first point of contact for general inquiries, including overseeing the front office, and help ensure that the department’s resources meet faculty, student, staff, and visitor needs.

• Develop systems and processes to ensure that routine administrative tasks are done as scheduled and to the highest standard, including activities related to office supplies; copiers; building signage; mail and packages; building and office access management.
• Handles general department internal and external inquiries (e.g. walk-in visitors, phone calls, monitoring departmental email account).
• Maintain stocked supplies and resources for department, including office supplies, copier paper, coffee stations and water.
• Organizes and implements systems and policies to manage departmental assets (e.g. loaner equipment, furniture).
• Responsible for select routine department communication internally and externally. This includes maintaining updated listservs and select webpages.
• Manage vendor relationships and related departmental agreements, including those for copiers, coffee, water and shipping.
• Assist with department event coordination as needed.
• May provide limited faculty support in times of faculty support backup coverage.

FACILITIES & EQUIPMENT MANAGEMENT

Assist with for the department’s physical resource needs, which occupies nearly all Littauer Center, and serves as department's source of information on departmental building operations and space allocations.

• Organize and implement systems to fulfill equipment, furniture, and space needs; and troubleshooting issues that arise in all these areas, including building maintenance requests.
• Handles emergency situations and coordinates office moves to accommodate required maintenance needs.
• Support Associate Director of Administration with building projects, including coordination between department, Office of Physical Resources and vendors.
• Coordinate Littauer Center building access and manage office key allocations.
• Manage office space needs for visitors to department.
• Recommend updates to space and facilities operations and identify areas of concerns.
• Serves as point of contact for data room access, as needed.

EXECUTIVE & PROJECT SUPPORT

Provides wide range of high-level administrative support to department leadership, primarily the Executive Director (ED), and secondarily, Associate Director of Administration (ADA) and Vice Chair, handling confidential information.

• Manages the daily and long-range calendar for the Executive Director and ADA, including scheduling meetings, coordinating meeting logistics, preparing agendas, and documenting/driving follow-up activities and deliverables.
• Drafts and edits email, meeting notes, memoranda, routine personnel letters, and other general correspondence.
• Develops electronic systems and workflows for scheduling, task management, and other administrative tasks.
• Assist with special projects as needed.

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.

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

On-Site