Administrative Coordinator at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Administrative Coordinator

Req ID: 66989BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

The Faculty of Arts and Sciences (FAS) Dean's Office seeks a detail-oriented individual with strong organizational skills to provide a high level of administrative support in a fast-paced environment. This position reports to the Administrative Director and supports the work of the Dean of the Faculty of Arts and Sciences.

Position Description

The Administrative Coordinator provides essential front-line support in a high-profile office by performing confidential administrative duties, including:

• Answering phones and greeting visitors
• Assisting the FAS Dean in staying on schedule
• Setting up and managing hybrid meetings using Zoom in the conference room, ensuring smooth communication between in-person and remote participants
• Preparing and processing confidential correspondence
• Coordinating travel, event, and meeting arrangements
• Managing electronic records in ApplicationXtender
• Processing invoices, journals, and reimbursements for payment
• Monitoring the general email account and responding to requests for general information and FAS policies
• Serving as backup for the Executive Assistant to the Dean when they are on vacation
• Supporting the FAS Dean's Office team with general administrative duties as needed

Basic Qualifications

• Three or more years of relevant administrative and customer service experience in an office environment. Education beyond high school may count toward experience
• Proficiency in MS Office suite and Adobe Professional
• Experience with setting up and managing videoconferencing equipment and software, particularly Zoom

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• College degree desirable
• Solid administrative and advanced computer skills
• Strong ability to multitask and handle constant interruptions and deadlines
• Professional and courteous manner
• Eagerness to work collegially and flexibly with staff at all levels
• Excellent attention to detail and strong proofreading skills
• Discretion, diplomacy, and good judgment
• Demonstrated ability to handle confidential information

Working Conditions

Work is performed in an office environment.

Additional Information

We regret that we are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources.

About Us

The Faculty of Arts and Sciences is the home of Harvard's undergraduate program (Harvard College, founded in 1636) as well as all of Harvard's PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 30 centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines.

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)

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Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: General Administration

Work Format: On-Site

Sub Unit: Dean

Salary Grade: 054

Department: FAS Dean's Office


Union: 99 - Non-Union, Confidential Non-Ex

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: 37.5 hours per week Monday - Friday, 8:30 AM - 5:00 PM

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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