Administrative Coordinator

Job Summary

Reporting to the Associate Director for Faculty Development, the Administrative Coordinator will perform a variety of complex and confidential administrative and clerical duties to support the Senior Associate Dean for Faculty Development, the Senior Associate Dean for Faculty Affairs, and the Office for Faculty Development more broadly. The Administrative Coordinator will liaise with multiple constituencies: deans and other executive offices, various specialized staff offices, such as Payroll, Benefits, FAS Research Administration Services, the Office of the Vice Provost for Research, external vendors, and current and prospective faculty.

Auto req ID

58385BR

Job Code

403035 Executive Assistant

Location

USA - MA - Cambridge

Business Title

Administrative Coordinator

Sub-Unit

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

Salary Grade

054

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

A minimum of five years of progressively responsible administrative management experience.

Additional Qualifications and Skills

· BA/BS or equivalent in professional experience

· Proven project management, office administration, and customer service skills

· Ability to work and communicate effectively and positively with academic as well as administrative departments and personnel

· Outstanding interpersonal skills, oral and written communications skills

· Must be well organized, professional, proactive, flexible, detail oriented, and able to work as part of a team in a busy office Ability to meet deadlines, exercise discretion, and maintain confidentiality

· Flexibility and ability to adapt to changing needs, to prioritize tasks, and to manage competing priorities

· Ability to learn new computer applications as required

Additional Information

Please note: a cover letter is required to be considered for this position.
Consistent with the new federal guidance, all Harvard employees must be fully vaccinated. Individuals may submit a request for exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exemptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Department

Office for Faculty affairs

Pre-Employment Screening

Identity

Schedule

M-F, 9am-5pm

Job Function

General Administration

Position Description

· Acts as initial contact for office by answering phones, greeting guests, fielding inquiries, and providing excellent customer service to a variety of internal and external stakeholders.

· Organizes complex meetings and appointments and manages the Deans’ calendars

· Researches and assembles briefing information for meetings, prepares summaries and performs administrative support activities as necessary; takes meeting notes, records meeting minutes and initiates follow-through on action items

· Processes office expenses, orders supplies, manages deliveries, accounts, and equipment and performs other tasks related to the running of the office; processes financial reimbursements and payments to faculty

· Drafts and prepares correspondence, often of a sensitive and confidential nature; provides general editing and proofreading support

· Provides administrative support to faculty candidates by arranging travel, lodging, and short-term childcare, and researches local resources as appropriate

· Manages faculty recruitment files and records faculty offer data

· Helps prepare visa documentation for new faculty in collaboration with Department Administrators and the Harvard International Office

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

This position will be based in Cambridge, MA, and an in-office presence is expected.
Any remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT). Human Resources Consulting is currently developing hybrid workplace models which actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Furthermore, individual flexible and remote work options for this role will be discussed during the interview process.

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.