Senior Administrative Coordinator in Boston, Massachusetts at Harvard University

003180SR
School/Unit Harvard T.H. Chan School of Public Health
Department Dean's Office Administration
Job Function General Administration
Location Boston
Job Type Full-time
Salary Grade 056
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 T.H. Chan School of Public Health?

The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.

Job Summary:

The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public’s health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. In pursuit of these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff.

Job-Specific Responsibilities:

Reporting to the Deputy Chief of Staff, the Senior Administrative Coordinator works independently to provide high level executive support, complex project management, and plays a significant role within the dean’s office supporting cross-department coordination in a fast-paced office environment. They are the main point of contact for the Chief of Staff (COS) and has significant impact for the Dean’s support team. They work on a wide array of complex and confidential activities, ranging from supporting senior-level staffing for the dean, dean-level recruitment activities, and research and coordination for confidential briefings. This position prioritizes competing demands; handles matters expeditiously, proactively, and follows-through on projects to completion, often with deadline pressures. They liaise with senior leadership team members as well as University-level colleagues and represent the office with the highest level of professionalism.

This position requires exceptional judgement and discretion, given the critical confidential nature of their role. The Senior Administrative Coordinator designs, implements, and continuously refines comprehensive administrative systems and workflows to manage the office’s high volume of complex activities. A successful candidate will have the ability to anticipate needs, evaluate and draw meaningful connections between competing priorities, and proactively problem-solve. They must be adept at independently managing long-term projects while seamlessly shifting to address urgent, time-sensitive matters as they arise. They display poise under pressure, all while producing exceptional results and excellence in all deliverables. The Senior Administrative Coordinator serves as a trusted resource across the office, demonstrating exceptional reliability, initiative, and adaptability while managing responsibilities ranging from routine operational needs to complex, high-priority projects.

Duties and responsibilities include, but are not limited to, the following:

• Coordinates closely with the dean’s office team to ensure all pertinent staff remain informed of evolving priorities from the Dean and the Chief of Staff
• Train the Senior Executive Assistant to the Dean and provide backup and guidance as needed
• In the absence of, or at the request of, the Deputy Chief of Staff, provides executive-level staffing for the Dean’s leadership meetings
• Facilitates timely communication of updates; tracks action items requiring follow-up
• Coordinates various administrative activities at the direction of the Deputy COS including supporting recruitments, coordinating onboarding training, contributing to job postings, IT setup
• Strategic calendar management:
  • Plans and prioritizes meetings based on competing demands, including cross-checking with the Dean’s calendar, and independently identifies attendees based COS priorities.
• Prepares briefings materials for COS meetings, including drafting of talking points, checklists, meeting preparation. Independently conducts research to produce comprehensive materials for weekly meetings with the Dean, and regular meetings with the Dean for Academic Affairs, Executive Dean, and members of the Senior Leadership Team.
• Manage and track COS complex project list based on understanding of COS priorities. Reconciles list with calendar to position COS to deliver in a timely manner. Understands what is on the horizon for deliverables and adjusts projects list, calendar and briefings accordingly
• Independently develops effective project management plan/tools and administrative systems to handle high volume of ongoing deliverables i.e. developing system for tracking annual deliverables
• Independently drafts correspondence and communications that are often confidential in nature on behalf of COS. Flagging follow-up items and providing suggested replies for COS to approve and send with minimal effort. Gathers the appropriate information and background required for drafting
• Coordinates internal office events and meetings, by gathering input from various stakeholders in order to produce a successful event/productive meeting
• Works independently to prepare agenda, identify venue, prepare budget, liaise w operations and food services, as needed
• Understands office and university protocols to handle routine situations and use judgment to deviate from established procedures to handle non-routine and complex situations (i.e. media inquiries).
• Identifies opportunities to develop, improve, and systematize administrative processes, creating efficient and sustainable support structures across the office.
• Maintains organized, confidential filing system for correspondence, records and administrative materials.
• Special projects based on evolving needs as assigned by COS and Deputy COS

The Senior Administrative Coordinator will also perform other duties as assigned.

PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered.

Basic Qualifications:

• Bachelor's Degree or equivalent experience is required
• 5+ years of experience working with and supporting senior/executive level leaders or related experience with demonstrated progressive office administration skills; education beyond high school may count toward experience.

PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered.

Additional Qualifications and Skills:

• Proficiency with Microsoft Office suite (Word, Excel, SharePoint, OneDrive, and Outlook)
• Demonstrated experience handling complex scheduling and executing multiple tasks while meeting deadlines
• Experience handling confidential and sensitive information in a professional manner with discretion and sound judgement
• Attention to detail and ability to anticipate office needs and potential conflicts
• Strong written and verbal communication skills and a demonstrated ability to build strong professional relationships and develop trust with a high level of tact
• Demonstrated experience working independently and collaboratively in a fast-paced environment
• Excellent organizational skills with experience in prioritizing conflicting and changing demands
• Resourcefulness and willingness to take initiative

• 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, Education

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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 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.