Administrative Coordinator II at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Administrative Coordinator II

Req ID: 66970BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

Reporting to the Department of Psychology's Director of Administration and Operations (DAO), the Administrative Coordinator II is an integral member of the Department of Psychology, handling logistical, financial, and administrative tasks to ensure smooth and efficient daily operations. Works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects.

Position Description

• Provides high-level administrative support for the Director of Administration and Operations, Department Chair, and/or Director of Graduate Studies.
• Serves as principal contact and source of information for customers of the department, including faculty, researchers, students, staff, and external customers. Advises on university/departmental policy, directing requests to other offices as needed.
• Supports faculty reviews and searches by working closely with DAO, Chair, and faculty committees to draft/write correspondence, follow-up on action items, provide data collection, analysis, reporting, and preparation of dossiers.
• Coordinates complex travel arrangements, including preparing itineraries, scheduling hotels, airlines, car services, meal reservations, etc. Ensures that all travel arrangements are made in accordance with Harvard University guidelines and grant policies.
• Coordinates departmental, faculty search, visiting committee, and/or grad student events. Serves as liaison with caterers, tech support, etc. throughout planning and execution of the event.
• Composes, prepares, and edits correspondence and communications (e.g., email, letters, reports, etc.) in a timely fashion, with accuracy, and in a tone and style consistent with faculty and supervisor preferences.
• Facilitates research and/or teaching appointments for non-ladder faculty, researchers, TFs, and TAs. Drafts job ads and appointment letters, prepares appointments, assists with visas and I-9s, oversees payroll, and runs reports as needed.
• May coordinate departmental course catalog, liaising with the Registrar, Building Operations, and others to ensure available classrooms for courses and sections. Adds/updates/edits Psychology course listings.
• Develops and maintains systems and procedures to manage all records, reference materials, and commitments, including paper files, SharePoint, and other systems. Creates systematic process for tracking correspondence and status of requests and responses.
• Prepares and monitors the processing of expense reimbursements and honoraria in a timely and accurate manner and in accordance with university guidelines and platforms.
• Contributes to unit goals by accomplishing related duties as required.

Basic Qualifications

5 years of administrative experience. Education may count toward experience.

Additional Qualifications and Skills

College background plus 5 or more years of related experience in higher education preferred. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal and communication skills. Strong computer competency, including MS Outlook, Word, and Excel, as well as the ability to learn new technology quickly. Capacity to adjust to shifting priorities and work on multiple tasks simultaneously. Strong organizational skills; accuracy and attention to detail essential. Excellent written and verbal communication skills. Must be able to work independently and as part of a team.

Additional Information

This is a one-year term position with renewal dependent upon continuation of funding.

A minimum of 3 days per week onsite in Cambridge, MA is required for this hybrid position, along with flexibility to come in as needed for additional meetings.

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: 403040 Coordinator II

Job Function: General Administration

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

Sub Unit: Social Sciences

Salary Grade: 055

Department: Psychology


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-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.

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