Job Listings

Senior Administrative Coordinator

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Executive Assistants
Type:
Adjunct/Part-Time
Faculty of Arts and Sciences

63684BR

Job Summary

Department of Stem Cell and Regenerative Biology is seeking an experienced, highly professional, collaborative and proactive Senior Administrative Coordinator to provide efficient and effective administrative and programmatic support of varying complexity to the department's Co-Chair and her large, dynamic research laboratory. The Senior Administrative Coordinator will perform a wide range of advanced, diversified, and confidential administrative duties that are complex in nature and where sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. The Senior Administrative Coordinator will determine methods and procedures on new assignments and projects, and will perform administrative duties in areas such as high level of support for the Chair, communications on behalf of the Chair with the Harvard Offices of the President, Deans, Provost as well as strategic internal and external partners, coordinate high profile meetings, travels and events, initiate and execute specialized projects, as well as provide lab administration services for a large research group, composed of 20+ researchers, staff and students.

Position Description

Specific responsibilities will include:

High-level support for Chair

  • Deliver superior administrative support to the Chair. Use sound judgment and experience to interpret the Chair's directions;
  • Make independent decisions to triage the demand for the Chair's time in light of the Chair's overall priorities, follow through to ensure each engagement is completed and well executed satisfactorily;
  • Provide high level calendar management services to the Chair, plan and execute complex travel itineraries both local and international, coordinate visits from strategic internal and external partners; funders and research collaborators;
  • Plan and execute high profile meetings, prepare and disseminate materials; develop and facilitate schedules for department visitors; process¬†reimbursements, manage all meeting/event logistics including room booking and catering as needed;
  • Coordinate communications from the Department Chair, including preparation and distribution of meeting agendas and minutes, memoranda, and letters; gather and and analyze information for administrative reporting; assist in preparing reports and presentations; review, assess, route, and monitor communications and action items among multiple administrative teams.

Lab Administration

  • Manage administrative operations and financial, physical/laboratory, and personnel resources for a research group of 20+ appointees.
  • Work with PI to coordinate all research appointments/ re-appointment, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the investigator to ensure equity in salary determination;
  • Act as the primary point of contact for all administrative requirements, processed and reports. Serve as liaison with affiliated research organizations;
  • Anticipate needs of laboratory appointees and investigate and resolve a broad range of personnel issues;
  • May coordinate requests for visas by working with employees, Investigator, and Faculty and Academic Affairs representatives;
  • Process reimbursements for lab members and visitors, orders and invoices;
  • Coordinate lab administrative meetings and social events;
  • May interface with vendors and lab members on the purchase of equipment or services and scheduling of delivery or maintenance visits;
  • May be responsible for obtaining permissions and copyright registrations.

PI Support:

  • Manage faculty calendar, complex travel schedules and arrangements.
  • Draft, write, edit, and produce correspondence and special reports;
  • Research, gather and prepare background information for special reports;
  • Oversee and process travel and financial reimbursements and transactions;
  • Maintain and update faculty documents (bibliographies, CV, presentations, and/or web pages)
  • Assist with organization, maintenance and distribution of didactic materials used in teaching of undergraduate, graduate and medical school courses;
  • Participate in, support, and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data, as necessary.
  • May assist the faculty with research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines. Collect and submit required forms documenting the laboratory's compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances. Coordinate with the host Office of Sponsored Research concerning extramural funding opportunities and submissions.
Basic Qualifications

Bachelor's degree; or an equivalent combination of education and related work experience. Five or more years of increasingly responsible administrative experience.

Additional Qualifications and Skills

Experience working in an academic environment preferred. Familiarity with research laboratory operations are a plus. Experience with Harvard systems, policies and resources.  Ability to work inclusively and collaboratively with a diverse population. Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks. Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job. Strong communications skills: ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner maintaining confidentiality as needed. Excellent organizational, time management and decision-making skills. Exceptional customer service skills, a cooperative attitude, and a positive demeanor. Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams, as necessary. Strong analytical skills, good judgment, and the ability to use critical thinking. Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization. Willingness to assist others and proactively identify resources and resolve complex situations.

Working Conditions

This is a hybrid position with a minimum of 2-3 days working on site., with the expectation that additional days on campus may be needed depending on required business need. Specific days and schedule will be determined between you and your manager.

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.

Additional Information

All formal offers will be made by FAS Human Resources

We regret we are unable to provide visa sponsorship

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.
Job Function
General Administration

Department Office Location
USA - MA - Cambridge

Job Code
403039 Faculty Assistant III

Work Format
Hybrid (partially on-site, partially remote)

Department
Stem Cell and Regenerative Biology

Sub-Unit
Sciences

Time Status
Part-time

Salary Grade
055

Union
55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening
Identity

Schedule
30 hours per week

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.

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.
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