Executive Assistant and Program Coordinator

Job Summary

This position is part of the Residential Life Unit of the Dean of Students Office (DSO). The Harvard College Dean of Students Office includes 4 units - Residential Life, Student Engagement, Central Administration and the Equity, Diversity and Inclusion Units. The Residential Life team is responsible for working with the residential communities (including the First Year Yards, the Houses, and the Dudley Community) to support a four-year integrated residential experience. The team includes Residential Life programming staff, the First Year Experience Office, and the Dudley Community team, among others.

Reporting to the Associate Dean, the Executive Assistant and Program Coordinator provides administrative support for the Associate Dean and other senior staff members as needed in a highly complex, decentralized environment. The role also manages several residential life programs for the first-year students, namely supporting the proctor community (proctors are the residential staff members who work with first year students in the Yards) and their program planning. Special projects may also be assigned.

Auto req ID

58175BR

Job Code

403134 Coordinator I

Location

USA - MA - Cambridge

Business Title

Executive Assistant and Program Coordinator

Sub-Unit

------------

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

3-5 years customer relations and office experience required.

Additional Qualifications and Skills

Additional Qualifications: Bachelor s degree preferred, preferably in a higher education setting. Prior work experience working with multi-layered interoffice processes preferred. Office administration experience is required, along with advanced computer skills (high level of proficiency with Microsoft Word and Excel), experience updating web pages, and excellent writing, editing, grammar, and proofreading skills. Ability to set priorities, handle confidential information and act with discretion and tact under pressure. Strong communication and interpersonal skills, organizational abilities and attentiveness to detail are essential. Must be able to work independently and as a team member. Finalists may be asked to submit a writing sample.

Additional Information

Harvard will require COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement and exceptions may be found at the University'y "COVID-19 Vaccine Information" webpage:
http://www.harvard.edu/coronavirus/covid-19-vaccine-information/

Department

Dean of Students Office-Residential Life

Pre-Employment Screening

Criminal, Identity

Schedule

Monday-Friday, 9am-5pm

Job Function

General Administration

Position Description

Executive Assistant

• Works with the Associate Dean in the Residential Life Unit to manage appointments; composes, proofreads, edits, and prepares confidential correspondence, reports, and other materials as necessary. Handles logistical details for meetings such as room reservations, media services, and catering arrangements if necessary. Assists with managing the Associate Dean of Students? calendar, including scheduling 1:1s, meetings as requested, etc.
  
  
• Works collaboratively with other members of the Residential Life Unit and FYE to coordinate programming for residential staff.
  
  
• Works collaboratively with other staff members to provide support for general office operations when possible. Responsible for answering questions related to the programs managed by the position.
  
  

Program Coordination

• FYE Proctor Support: coordinates proctor recruitment and hiring including tracking applications, scheduling interviews, serving as liaison to HUIT for the application process, fielding questions from applicants, creating and drafting offer letters and processing appointments in Peoplesoft/Aurora.
  
  
• Works with the Assistant Director of Administration and Finance for Residential Life to oversee proctor onboarding in the summer, providing meal pool access and ID card updates. Responsible for incoming proctor communications.
  
  
• During the year, handles day-to-day requests from proctors and maintains confidential personnel records for proctors.
  
  
• Handles proctors? financial transactions, including declining balance cards, purchases, reimbursements, and specialty proctor support. This includes weekly reconciliations and reports, helping the Senior Assistant Dean of Residential Life and First-Year Students manage FYE finances.
  
  

• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications. Maintains the Proctor Sharepoint site, list-serv and other communication systems.
  
  
• Serves as the primary contact for other offices (including Yard Operations) for all questions related to proctors.
  
  
• Administers the Host Family program, including student and alumni recruitment (with the Office of Admission, the Griffin Financial Aid Office, and Alumni Affairs and Development), matching students with hosts, term-time communications to program members and plans and coordinates four events throughout the year. May include managing a GA.
  
  
• Serves as the FYE liaison to other offices working with first-year students.
  
  

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 Setting

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.