Administrative Coordinator
Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Administrative Assistants
Type:
Full-Time
Faculty of Arts and Sciences
66857BR
Job Summary
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
General Administration
Department Office Location
USA - MA - Cambridge
Job Code
403040 Coordinator II
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
Dean
Salary Grade
055
Department
Office of the Secretary
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Identity
Schedule
Monday - Friday, 9:00am to 5:00pm
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.
66857BR
Job Summary
This role is responsible for all administrative logistics of the meetings and committees related to the work of the Office of the Secretary. This role serves as principal administrative contact and liaison for internal faculty and student constituencies. This role works independently with minimal supervision in a work environment of multiple and conflicting priorities; it anticipates and resolves problems and reports directly to the Secretary of the Faculty.
Position DescriptionResponsibilities Include:
- Fully administers the Prize Office, including gathering prize submissions, distributing materials, and performing financial processing of student prize awards for the Wendell, Bowdoin, and Hoopes Prizes. Coordinates prize committees and meetings of prize committees, including booking and managing all venues.
- Coordinates and populates the Faculty's standing committees.
- Coordinates the annual Faculty Council Election process.
- Manages all official records of the meetings of the Faculty, the meetings of the Faculty Council, Faculty votes, standing committee membership lists, and prize winners. Provides information, research, statistics, and analysis. Manages and updates all lists of faculty membership, including members and guests to the meetings of the Faculty. Compiles materials for University Archives and Records Management.
- Liaison leadership role: with the Office of Faculty Affairs in the creation of the standing committee mastheads; with HUIT as principal liaison in managing the office website and servers; in maintaining the office's Mailman accounts, and all mailings to the Faculty; and with subcontracted database developer.
- Prepares, approves, and monitors the status of financial transactions; prepares Faculty correspondence.
- Oversees work of support staff of temporary employees, including proctors for the meetings of the Faculty.
- 5+ years of administrative experience
- Expertise in accurate data entry, proofreading, and record keeping
- Advanced knowledge of FileMaker Pro, Excel, SharePoint and database management
- Familiarity with Harvard's administrative systems is a plus
- Demonstrated ability to exercise good judgment, discretion, and meet deadlines while managing interruptions and competing priorities.
- Enthusiasm, professionalism, initiative, and resourcefulness.
- Prior experience with project management, utilizing excellent organizational and communication skills.
- Bachelor's degree strongly preferred
This position will be based in Cambridge, MA. The expectation is a full-time schedule on campus with possible hybrid work options in the future.
Additional Information- Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed.
- We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
- All formal offers will be made by FAS Human Resources.
- We invite individuals with diverse backgrounds, experiences, and abilities to be a part of our community.
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.
General Administration
Department Office Location
USA - MA - Cambridge
Job Code
403040 Coordinator II
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
Dean
Salary Grade
055
Department
Office of the Secretary
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Identity
Schedule
Monday - Friday, 9:00am to 5:00pm
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.