Institute Coordinator in Cambridge, Massachusetts at Harvard University

003704SR
School/Unit Harvard Faculty of Arts and Sciences
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 055
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Institute Coordinator (IC) provides general administrative and operational support to the Rowland Institute at Harvard and may assist or lead departmental projects and initiatives under the guidance of the Director and Executive Director. The AC also provides administrative and project support to the Director and Executive Directors. Full-time in-person presence required.

Job-Specific Responsibilities:

Fellowship & Researcher Recruitment Coordination

• Manage Rowland Fellowship Recruitment Pipeline: Own the Rowland Fellowship recruitment cycle, including managing candidate contact databases, managing communications, posting job listings (e.g., ARIES and journal ads), and tracking applicant submissions.
• Rowland Fellow Application Review & Committee Support: Serve as the central administrative point of contact for applicants. Screen incoming applications for completeness, organize candidate files, upload materials for review, and coordinate schedules for application review committees and interview panels. Run preliminary interviews for Rowland Fellow applicants. Run the first triage of Rowland Fellow applications.
• Rowland Fellow Recruitment Logistics & Multi-Day Visits: Partner with leadership to design, organize, and execute multi-day candidate interview visits, including travel, daily itineraries, lodging, and hosting logistics.
• Fellow’s Research Ads & Diversity Outreach: Assist Rowland Fellows with job postings for postdocs, and external undergraduate positions.

Strategic Executive Support for Faculty and Executive Leadership

• Correspondence & Communications: Draft, edit, and manage high-level correspondence, announcements, and administrative communications on behalf of the Directors.
• Grant Support Documentation: Assist the faculty Director in preparing support letters, institutional documentation, and administrative materials required for grant applications and reporting.
• Letters and References for Rowland Researchers: With the faculty Director, writing support letters for Rowland Fellows’ grant applications and faculty positions. Assisting the faculty Director in writing recommendation letters for all researchers at the Institute.
• Executive Calendar & Strategic Coordination: Oversee the Faculty Director’s complex and high-volume calendar, strategically prioritizing competing demands, coordinating senior-level engagements, and ensuring the Director is fully prepared with timely agendas, briefing materials, and relevant context for each meeting.

Community Engagement, Events & Convening Strategy

• Institute Community Building: Lead the planning and execution of recurring programs and gatherings that strengthen relationships, foster collaboration, and create a welcoming and connected Institute community.
• Weekly Meetings, Talks & Social Programming: Oversee weekly Institute lunches, scientific talks, and social gatherings, partnering with Faculty and Executive Directors to shape programming, identify and coordinate speakers, and foster intellectual exchange and community engagement.
• Strategic Event Planning & Execution: Direct the development and delivery of special events, annual gatherings, symposia, and Scientific Advisory Board meetings, including agenda development, stakeholder coordination, budget oversight, vendor management, and end-to-end event logistics.
• Guest and Visitor Experience: Manage the full experience for visiting speakers, researchers, and guests, coordinating travel, accommodations, transportation, schedules, and on-site support to ensure seamless visits.
• Hospitality, Vendor & Budget Management: Oversee catering and hospitality operations, including vendor selection, contract and budget management, ordering, delivery coordination, and event setup and breakdown, while ensuring consistency and high-quality.

Communications, Digital Presence & Institute Experience

• Digital Communications & Web Content Management: Serve as the primary administrative editor for the Rowland Institute’s digital platforms, proactively maintaining website content, research news, personnel profiles, and digital displays to ensure information is accurate, timely, and aligned with the Institute’s mission and priorities.
• Internal Communications & Personnel Integration: Manage Institute-wide communication channels and coordinate onboarding and offboarding processes, including employment documentation, building access, welcome materials, and structured orientations that support a smooth and welcoming transition into the Institute community.
• Community Access & Institutional Navigation: Act as a central point of contact for the Institute, managing general inquiries, welcoming visitors, and thoughtfully triaging requests to the appropriate Harvard, Institute, or Fellow resources.
• Front-Facing Institute Representation: Provide a professional, responsive, and welcoming presence for researchers, staff, visitors, and external partners, helping shape a positive and cohesive experience of the Institute.
• Other duties as assigned by the Directors

Working Conditions:

• Expected to work on campus full-time, 5 days per week.

Basic Qualifications:

• Minimum three years of administrative or customer support experience.

Additional Qualifications and Skills:

• Administrative experience in a customer service, higher-education, or operations-oriented office desirable.
• Proven ability to work independently and collaboratively as part of a team.
• Excellent communication and interpersonal skills and ability to resolve with sensitivity and accuracy a wide range of issues from inquiring fellowship and researcher applicants, and university staff.
• Excellent organizational and interpersonal skills, and ability to prioritize work and deliver timely task completion with competing deadlines and frequent interruptions in an active environment.
• Ability to work in a fast-paced environment with minimal supervision.
• Excellent computer skills as well as willingness to learn new applications; high degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, and Google Suite.

Certificates and Licenses:

• Will require completion of internal financial, procurement, or research compliance training.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • All formal offers will be made by FAS Human Resources.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.