Coordinator I at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Coordinator I

Req ID: 66902BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

Under the general direction of the Executive Director of the Charles Warren Center, responsible for administrative logistics of a program/event/forum/business unit; serve as administrative contact and liaison for internal and external department or program constituencies. Work independently with minimal supervision in a work environment; anticipates and resolves problems and updates supervisor on status of projects.

Position Description

Organize 20-30 CWC events annually. Utilize templates to create publicity materials; manage event listings (paper and web) and submit events to internal publicity vendors.

Coordinate mailings, contact database and e-listings, transaction-level financials, supply ordering, confirm lodging, publicity, and catering. Assure tasks are completed in a timely manner, assist with problem solving and troubleshooting if needed.

Advise on Harvard/FAS travel policies and respond when necessary to requests for multiple-city destinations and multiple host expensing arrangements. Keeps current on trends, compliance issues, regulations, and guidelines regarding subject matter.

Manage relationships with lodging vendors, conduct price comparisons when necessary, and monitor calendar to ensure proper lead time.

Share in the organization/execution of faculty and student fellowship competitions. Facilitate announcements (website, mailings), postings (in two web-based systems, aries and carat), communications with applicants and recommenders (fielding some questions, forwarding others to the Executive Director), upload recommendation letters as necessary.

Under general direction, organize materials for selection meetings and draft offer letters. Process academic appointments (20-25 annually in CWC) and coordinate visas (2-5 annually).

Maintain unit website (OpenScholar).

Initiate transaction-level financials. Monitor expenses to budget, with primary responsibility for expenses of a particular sub-program. Stay current on evolving FAS and Harvard policies and procedures, maintain journals binders.

The Coordinator works with the Executive Director to organize the fellows' orientation, daily needs, and weekly lunches.

Support the course associated with the Charles Warren Center Workshop (requires facility with the "canvas" application for courses).

Reserve the Charles Warren Center conference room, maintain facility and office equipment, and serve as front-line IT support.

Contact Building Manager regarding repairs and elevator service.

Contribute to unit goals by taking on additional projects/duties as required.

Basic Qualifications

Three of more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

College degree preferred, or an equivalent of education plus relevant experience in an office environment. Excellent interpersonal and communication skills required. Ability to prioritize work in an environment with multiple and conflicting interests. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-JB1

Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: General Administration

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

Sub Unit: Social Sciences

Salary Grade: 054

Department: Charles Warren Center for Studies in American History


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Part-time

Pre-Employment Screening: Identity


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.

EOE 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.

PI250732535

Apply Now