Scholars Engagement and Administrative Coordinator at Harvard University – Cambridge, Massachusetts

002450SR
School/Unit Harvard Faculty of Arts and Sciences
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

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 Scholars Engagement and Administrative Coordinator play a key role in a dynamic team serving faculty, students and research fellows at the Lakshmi Mittal and Family South Asia Institute. This position works collaboratively with team members to support the Institute’s Fellows programs and provides a broad range of administrative and operational support. The coordinator reports to the Director of Business Operations and Finance.

Job-Specific Responsibilities:

Program Support for Fellows, Associates, and Students

The role involves overseeing the administrative and operational aspects of the Institute's Fellowship Program, the Institute's Associate appointments, and Student Grants. The tasks encompassed in this position are broad and varied. They include, but are not limited to:

• Manage the full lifecycle of the Fellowship Program, including application coordination, appointment processing with Faculty Affairs, visa documentation with HIO for Fellows traveling to the Cambridge campus, mentor matching, orientation, and onboarding support (insurance, housing, banking, cell phones, etc.). Oversee preliminary application reviews, update the orientation manual, support Fellows’ transition to the U.S., and facilitate events that showcase their research.
• Manage the administrative and operational aspects of the Institute’s Associate programs, including in-region and Visiting Scholar associates. Oversee application processes and review committees, handle documentation related to FAS Academic Appointments and maintain program records. Collect and enter appointment information, streamline applications, provide ongoing support to associates, and coordinate visa paperwork with HIO for those traveling to the Cambridge campus.
• Oversee the Mittal Institute’s student grant program end to end, including organizing grant cycles, setting timelines, convening and supporting review committees, arranging information sessions, and participating in student opportunity fairs. Serve as the primary point of contact for applicants, managing application intake and tracking, and preparing grant award letters.

Office Management

The Scholars Engagement and Administrative Coordinator will serve as the first point of contact for general inquiries and will help ensure that the Institute’s resources meet faculty, student, and visitor’s needs. Primary responsibilities for office management include, but are not limited to:

• Manage activities related to general office maintenance, including overseeing the front desk reception, collecting mail/packages, managing and ordering office supplies and equipment as needed, ensuring timely deliveries, organizing office and kitchen supplies.
• Manage office space needs for staff, fellows, and visitors. Support the Director of Finance and Administration in space allocations. Handle facilities requests for staff and fellows, including orders for rooms to be cleaned, furniture to be moved, new keys.
• IT management includes printers, getting people set up, ordering new IT equipment and other IT needs for the office.

Administrative Support

Provide administrative support for the Executive Director and the Director of Business Operations and Finance.

• Perform administrative duties, including but not limited to monitoring the Mittal Institute email account daily, assisting with all mailings, creating FedEx labels, and sending reminders to the community regarding Harvard general and holiday announcements.
• Manage financial and executive support tasks, including processing department financial paperwork, purchase cards, and Concur reports for the Executive Director. Assist the Executive Director with special projects, meetings, schedule coordination, and other administrative needs to ensure smooth operations.
• Provide logistical support for Institute guests and serve as a backup for arranging room and hotel reservations, placing supply and food orders for events, preparing RSVP documents and spreadsheets, and supporting other Institute activities, as needed.

Working Conditions:

• Work is performed in an office setting.
• The position will work on campus a minimum of three (3) and preferably four (4) days per week.

Basic Qualifications:

Three or more years of related experience.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Experience in an academic department is preferred.
• Excellent organizational and prioritization skills.
• Must be able to troubleshoot, take initiative, and handle confidential information.
• Strong problem-solving skills, written and verbal communication skills, commitment to customer service excellence.
• Ability to work with a wide variety of people comfortably.
• Ability to handle multiple projects and conflicting priorities under time pressure while delivering high-quality results, attention to detail, flexibility in assuming responsibilities, function well in a fast-paced, changing work environment.
• Ability to work independently and as part of a team.
• Experience in the South Asia region preferred.

• 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, Criminal
• Other Information:

  This is a full-time, benefits-eligible, two-year term appointment, with the possibility of renewal based on performance and organizational needs.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. 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.