Administrative Coordinator

Careerwebsite; Cambridge, Northern (MA, KY); Hybrid; USD 25,000 - 36,000; Part time

Job summary

Harvard Divinity School is seeking an Administrative Coordinator to support an AI, Ethics, and Religion initiative. This role serves as the central administrative point of contact, coordinating activities, communications, and follow-up across multiple stakeholders, under direction of the Assistant Dean and initiative leadership.

Responsibilities include scheduling, event logistics, reimbursements, and ensuring compliance with Harvard policies.

Qualifications

• High school diploma or equivalent.
• Two+ years in administrative, program, event, or project coordination.
• Cover letter required with resume.
• Experience in higher education, nonprofit, or similar complex environments preferred.
• Strong organizational and communication skills; ability to manage competing priorities.
• Proficiency with standard office tools (MS Office/Google Workspace), Zoom, shared calendars, and file management platforms.
• Familiarity with Harvard or similar administrative/financial systems (Buy-to-Pay, Concur, PeopleSoft).
• Interest in AI, ethics, and religion initiatives.

Responsibilities

• Coordinate meetings, events, and programs for the AI, Ethics, and Religion initiative across the academic year and summer periods.
• Assist with scheduling, event setup, registration, and participant communications.
• Process reimbursements and payments using Harvard systems (Buy-to-Pay, Concur, PeopleSoft).
• Manage on-site and virtual event logistics, including travel arrangements and materials.

Skills

Administrative coordination

Attention to detail

Communication skills

Office tools proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Zoom

Job description

003915SR

School/Unit Harvard Divinity School

Job Function General Administration

Location Cambridge

Job Type Part-time

Salary Grade 054

FLSA Status Non-exempt

Union 55 - Hvd Union Cler & Tech Workers

Term Appointment Yes

Company Description

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 Harvard Divinity School?

Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides.

Job Description

Job Summary:

The Administrative Coordinator plays a key role in the day-to-day operations of a new initiative on AI, Ethics, and Religion at HDS. Serves as a central administrative point of contact for the initiative, helping to coordinate activities, information, communications, and follow-up across multiple internal and external stakeholders. Exercises discretion in handling sensitive information and represents the initiative professionally in interactions with faculty, staff, students, and external collaborators. Under the direction of the Assistant Dean and initiative leadership, the coordinator provides comprehensive administrative, operational, and programmatic support for an initiative of Harvard faculty, post docs, students, staff, and external collaborators. Works closely with Development and External relations to plan convenings, outreach and communication plans. This position requires strong organizational skills, attention to detail, and the ability to communicate effectively.

Job-Specific Responsibilities:

• Provide day-to-day coordination and logistical support for meetings of Initiative research group, events, and programs across the academic year and summer/J-Term periods.
• Assist in scheduling, event setup, registration management, and participant communications.
• Process reimbursements, invoices, and payments using Harvard Buy-to-Pay, Concur, PeopleSoft, and other financial systems.
• Coordinate meeting and event logistics including room reservations, set-up, posters, invitations, outreach, catering, travel arrangements, materials preparation, and technology setup.
• Support on-site and virtual event execution, including troubleshooting and real-time coordination.
• Maintain detailed timelines, checklists, and project tracking tools to support efficient execution.
• Prepare program materials, briefing documents, and communications for participants and speakers.
• Draft and distribute routine communications to internal and external collaborators.
• Coordinate logistics and communications with internal partners including the Dean's Office, Development and External Relations (DER), Communications, Finance, HUIT (IT&MS), and Facilities and Operations.
• Support relationship management by ensuring clear communication and follow-through on program needs.
• Ensure compliance with Harvard financial and administrative policies.
• Provide administrative and logistical support for Office of Academic Affairs (OAA), Dean's Office and Development and External Relations initiatives as directed.
• Assist with special projects as assigned.

Qualifications

Basic Qualifications:

• High school diploma or equivalent.
• Two or more years of administrative, program, event, or project coordination experience, or an equivalent combination of education and experience.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills:

• Experience in a higher education, academic, research, nonprofit, or similarly complex environment, including coordinating events, meetings, schedules, communications, or activities involving multiple stakeholders.
• Strong organizational, communication, and interpersonal skills, with the ability to manage competing priorities, meet deadlines, maintain accurate records, and follow through on commitments.
• Proficiency with standard office and collaboration tools, including Microsoft Office or Google Workspace, Zoom, shared calendars, and electronic file-management platforms.
• Experience with Harvard or similar administrative and financial systems, including Buy-to-Pay, Concur, PeopleSoft, registration platforms, or reimbursement processes.
• Experience tracking expenses, processing payments or reimbursements, coordinating travel, or monitoring activity against an approved budget.
• Experience preparing program materials and communications and managing timelines, action-item logs, contact lists, or other project-tracking tools.
• Ability to exercise discretion, work collaboratively, and represent a high-profile initiative professionally with faculty, staff, students, and external collaborators.
• Interest in emerging technologies, including artificial intelligence, and willingness to learn about the initiative's goals and activities.
• *IMPORTANT NOTE: Cover letters are required for every position at Harvard Divinity School. Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. We regret that the Harvard Divinity School does not provide Visa sponsorship.*

Additional Information

• This is a benefits eligible, half-time (17.5 hours/week) term position ending May 31, 2027, with the possibility of extension.
• Appointment End Date: Through May 31, 2027, with the possibility of extension
• Standard Hours/Schedule: 17.5 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

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.

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