Administrative Coordinator 3

Job Description

Job Summary:

The Administrative Coordinator (AC) provides general administrative and operational support to the academic unit, and may assist or lead departmental projects and initiatives under the guidance of the Director or Executive Director. The AC also provides administrative and project support to the Chair. Strong in-person presence required. 

The Administrative Coordinator supports the Department Chair and DA/ED in implementing the strategic priorities of the department. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs or conferences. Under the guidance of the DA/ED, may independently lead projects and programs for the grouping. 

Job-Specific Responsibilities:

Office Administration

• Provide general administrative support to the grouping and faculty in the grouping. 
• Track and maintain departmental records. 
• May coordinate faculty leave request process on an annual basis. 
• Support departmental committees. 
• Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.
• May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable. 
• Provide day-to-day support to the department such as ordering supplies, submitting expenses, maintaining common areas, and sorting mail.
• Demonstrated discretion when handling confidential department matters. ·      
• Serve as a departmental liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, calendars, contact information, and other materials needed to support timely and accurate communications.
• Perform other related duties, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage when needed.

Event and Program Support

• Coordinate and execute a variety of department-wide events and/or meetings, working with central services, as applicable. 
• Under the general guidance of the DA/ED, serve as the lead administrator for grouping-level projects or programs. 

Department Chair Support

• Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics. 
• Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents).
• May coordinate and lead preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned.

Working Conditions:

May be expected to work on campus up to 4 days per week. 

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. This position will be based in Cambridge, MA and there is an expectation of four (4) workdays per week on campus. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

Qualifications

Basic Qualifications:

• Minimum five years of administrative or customer support experience. 

Additional Qualifications and Skills:

• Strong organizational and time management skills. 
• Ability to manage multiple priorities with accuracy and attention to detail. 
• Professional written and verbal communication skills. 
• Discretion and sound judgment. 
• Ability to work independently and escalate issues appropriately. 
• Stakeholder coordination. 
• Familiarity with higher education, research administration, or academic operations preferred. 
• Event and meeting coordination experience. 

Certificates and Licenses:

• Will require completion of internal financial, procurement, or research compliance training. 

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. 
  • FLSA Status: Non-exempt 
  • Other Information: All formal offers will be made by FAS Human Resources. 

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Salary Grade: 056