Arts and Humanities Divisional Administrative Coordinator in Cambridge, Massachusetts at Harvard University

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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 Harvards undergraduate program (Harvard College, founded in 1636) as well as all of Harvards 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 Division of Arts and Humanities seeks an organized, proactive, highly discreet, and experienced Administrative Coordinator III to provide full-time administrative and executive support to the Dean and contribute to the effective operation of the Divisional office.

The Administrative Coordinator serves as a primary point of contact for the Dean, interacting with internal and external constituents and coordinating a complex portfolio of decanal, scholarly, and external commitments. The position manages the Dean's calendar and priorities, provides meeting and event support, assists with communications and correspondence, and develops effective systems for tracking deadlines, commitments, records, and follow-up activities.

Working closely with the Director of Strategy and Programs supporting other senior Divisional leaders, this position anticipates needs, independently resolves routine administrative issues, and helps ensure the smooth execution of the Dean's and Division's priorities.

Job-Specific Responsibilities:

Executive Support and Calendar Management

• Provide comprehensive administrative and executive support to the Dean.
• Serve as a primary point of contact for internal and external constituents seeking access to or information from the Dean.
• Manage a complex calendar encompassing decanal responsibilities, scholarly activities, University commitments, and external engagements.
• Exercise sound judgment in prioritizing meeting requests and determining appropriate scheduling based on urgency, importance, preparation requirements, and the Dean's priorities.
• Coordinate schedules with other senior administrators and staff whose responsibilities intersect with the Dean's work.
• Meet regularly with the Dean to review upcoming commitments, priorities, deadlines, protected work time, and scheduling needs.
• Develop and maintain systems for tracking deadlines, commitments, follow-up items, invitations, and time-sensitive responsibilities.

Email, Correspondence, and Communications

• Assist with daily management and triage of the Dean's email, identifying urgent or time-sensitive messages, meeting requests, invitations, and matters requiring the Dean's attention.
• Draft and maintain templates for routine correspondence on the Dean's behalf, reflecting the Dean's preferred tone and communication style.
• Handle confidential, sensitive, and private information with a high degree of discretion and tact.
• Assist with routine letters and communications for the Dean and other senior leaders in the Division.
• Update mailing and contact lists and assist with Divisional website content and news items as needed.

Meeting, Event, and Program Coordination

• Coordinate the Dean's meetings and events from initial scheduling through execution and follow-up.
• Prepare and organize agendas, briefing materials, presentations, reading materials, and other documentation.
• Coordinate preparation and distribution of substantial meeting materials for standing committees and other University meetings.
• Research and arrange meeting venues, catering, audiovisual support, visitor access, accessibility, and other logistics.
• Participate in regular Divisional staff meetings to coordinate calendars, upcoming activities, priorities, and responsibilities.
• Take meeting notes and prepare minutes or follow-up materials as requested.

Office Administration and Operations

• Help ensure the smooth day-to-day operation of the Division's main office.
• Answer phones, greet and assist visitors, and respond to routine inquiries.
• Coordinate visitor access and communicate with building management as needed.
• Perform on-campus administrative activities such as printing, preparing meeting spaces, organizing materials, receiving visitors, and supporting events.
• Develop, document, and continuously improve administrative systems for tracking files, contacts, commitments, deadlines, and action items.
• Order supplies and other materials, including office snacks and beverages for visitors to Divisional office, as needed.
• Coordinate with IT and other central service providers to resolve administrative or technical issues.
• Provide back-up administrative support for other members of the Divisional office.
• Maintain an organized and professional Dean's office environment.

Travel, Financial, and Administrative Coordination

• Ensure policy-compliant arrangements for transportation, lodging, and other business travel.
• Coordinate preparation of detailed travel itineraries.
• Ensure timely and appropriate reimbursement of the Dean's University-related business expenses.
• Coordinate monthly reconciliation of the Dean's corporate card and related documentation.
• Maintain appropriate records and documentation associated with travel, purchasing, and reimbursements.
• Complete required internal financial, procurement, and compliance training.

Staff and Workflow Coordination

• Provide training, direction, or work coordination to temporary employees, student workers, or other support personnel when appropriate.

Additional Responsibilities

• Research and arrange appropriate tokens of appreciation or condolence for faculty, staff, and external constituents.
• Assist with special projects and Divisional initiatives.
• Anticipate administrative needs and independently address routine issues whenever possible.
• Escalate complex, sensitive, or policy-related matters appropriately.
• Perform other duties as requested or needed to support the Dean, Divisional leadership, and effective operation of the office.
  

Working Conditions: Work is performed in an office setting. The position requires a strong in-person presence, with an expectation of working on campus four days per week.

Physical Requirements: Sitting and using near vision for reading and computer work for extended periods of time.

Basic Qualifications:

• Minimum of five years of administrative, executive support, or related business experience, including experience supporting senior- or executive-level leaders with progressively increasing responsibility and independence.

Additional Qualifications and Skills:

The following qualifications are strongly preferred:

• College education or equivalent combination of education and relevant business experience.
• Experience working in an academic, higher education, professional, or complex administrative environment.
• Demonstrated experience managing complicated executive calendars and competing priorities.
• Experience with email triage, meeting coordination, travel arrangements, and event management.
• Experience handling purchasing, expense reimbursement, and financial reconciliation processes.
• Experience coordinating or overseeing the work of other staff, student employees, temporary employees, or volunteers.
• Exceptional organizational and time-management skills.
• Demonstrated ability to anticipate needs, identify priorities, and independently resolve administrative issues.
• Exceptional judgment, discretion, diplomacy, and tact.
• Proven ability to handle confidential and sensitive information appropriately.
• Excellent written and verbal communication skills.
• Strong proofreading, editing, and document-preparation skills.
• Ability to manage multiple priorities simultaneously while maintaining accuracy and attention to detail.
• Ability to work independently while recognizing when matters should be escalated.
• Strong interpersonal skills and ability to interact professionally with faculty, senior administrators, staff, students, alumni, external organizations, and visitors.
• Demonstrated facility with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience with SharePoint or comparable electronic document-management and collaboration systems.
• Ability to learn and use Harvard administrative, financial, procurement, and other systems.
• Experience supporting senior academic or executive leaders preferred.

Certificates and Licenses: Completion of applicable Harvard internal financial, procurement, or compliance training may be required.

• 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, Credit
• 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 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 Universitys 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 056. 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.