Administrative Coordinator in Cambridge, Massachusetts at Harvard University

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Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard Allston Land Company (HALC) is a subsidiary of the University and oversees the planning and development for the Universitys Enterprise Research Campus (ERC) in Allston. Initial focus is to develop 14 acres of the ERC, which includes new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, a hotel and conference center.

The Administrative Coordinator reports to the Director of Finance and Operations for HALC. As a member of the HALC team the Administrative Coordinator provides a wide range of complex administrative support duties for HALC. Serves as the principal administrative contact for internal and external constituencies and provides a high level of customer service in all aspects of work. The Administrative Coordinator serves as principal coordinator for a variety of activities/processes associated with HALCs provision of service and/or activities. Provides, organizes, manages, and implements administrative and logistics support to HALC; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services.

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepare detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.

Job-Specific Responsibilities:

The Administrative Coordinator will be responsible for, but not limited to, the following activities:

• Provides general administrative support to HALC

• Assist in day-to-day HUIT services for the HALC team; computers, phones (desktop & mobile), printers, AV, and peripheral tech, etc.

• Assists in the coordination of HALC staff meetings, department-wide events, internal office relocations, catering, and media needs as necessary.

• Schedule meetings and coordinate meeting logistics, prepare agendas, as well as draft and edit emails, meeting notes, announcements, memoranda, and other general correspondence.

• Arrange travel for staff and invited guests using Harvard preferred travel agencies.

• Responsible for stocking the office supplies and kitchenettes for HALC location, submits service requests and manages vendor response.

• May assist with website updates and changes.

• Manages the HALC SharePoint portal.

• Develop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.

• Services as departmental coordinator a resource for key business systems: Buy2Pay, Concur, etc.

• Other administrative and programmatic duties as assigned.

Specific responsibilities include:

Scheduling: Schedule meetings for director-level staff as required. Schedule conference rooms or other locations, working closely with hosting facilities. Prepare budgets for catering or expenses associated with meetings. Secure parking for guests. Ensure AV equipment functions properly before each meeting if in a conference room. Provide necessary props if needed.

Events: Plans for departmental events (team, tours, instructional lunch meetings, catering, celebratory events, itineraries, department retreats, holiday party, and other project events. Prepare expense business purposes for all catering / event-related department card transactions.

Travel: Arrange meetings and travel for staff, invited guests, including for conferences, field work travel, and other.

Facilities: Ensuring kitchen is well-stocked and clean; Submits departmental requests for swipe access; Maintains departmental directory (visual and digital). Requests for work orders and keys.

Departmental Administrative Support: Serve as department receptionist, information resource, and provide general administrative assistance for staff and visitors. Handle department incoming and outgoing mail daily. Manages complex calendars and administrative support for faculty HALC staff, schedules and creates meeting requests. Serve as the main point of contact for departmental IT needs such as copiers/scanners, projectors, etc. Make departmental purchases as applicable. Manage department file share permissions and customized access.

This is a 12-month term position with the possibility for renewal.

Working Conditions: This position will be based in Allston, MA. The position is a hybrid position and requires 4 days per week on campus.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Minimum of 3 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience
• Demonstrated proficiency with MS Office applications.

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.

• The Administrative Coordinator should be an administrative generalist with flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment.
• Demonstrated ability to learn new technologies. Experience with social media and managing web presence is a plus.
• Attention to detail, ability to multitask, analytical and problem-solving skills.
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust.
• Demonstrated ability to work independently and collaboratively.
• Demonstrated initiative and resourcefulness.
• Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands.
• Accountability and sound judgment.

• Appointment End Date: 12-month term position
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information:
  • This position will have a 3-month orientation and review period.

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 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.