Administrative Coordinator III

Harvard University FAS Human Resources; Cambridge (MA); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Generous paid time off

Professional development opportunities

Commuter benefits

Job summary

Harvard University FAS Human Resources seeks an Administrative Coordinator for the Classics and Linguistics grouping. The role provides general administrative and project support, manages office operations, coordinates events and meetings, and assists department chairs under the Manager of Administration.

Strong in-person presence and discretion are required. The position is hybrid (on campus three days per week) with 35 hours weekly.

Qualifications

• Minimum five years of administrative or customer support experience.
• Strong organizational and time management skills.
• Professional written and verbal communication skills.
• Discretion and sound judgment.
• Ability to work independently and manage multiple priorities.
• Stakeholder coordination and collaboration with department teams.
• Experience with event/meeting coordination.
• Familiarity with higher education, research administration, or academic operations preferred.

Responsibilities

• Provide general administrative support to the Classics and Linguistics grouping and faculty.
• Track and maintain departmental records and coordinate leave requests.
• Support department committees and onboarding of staff; back-up time approver.
• Assist in coordinating research appointments, seminars, and course catalog updates.
• Manage day-to-day department operations, supplies, expenses, and space scheduling.
• Serve as liaison to centralized communications and maintain calendars and websites.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Discretion

Stakeholder coordination

Independent work

Event/meeting coordination

Job description

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 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 Description

Job Summary:

The Administrative Coordinator (AC) provides general administrative and operational support to the administrative grouping of Classics and Linguistics, and may assist or lead departmental projects and initiatives under the guidance of the Manager of Administration (MoA). The AC also provides administrative and project support to the Chairs. Strong in-person presence required.

The Administrative Coordinator supports the Department Chairs and MoA in implementing the strategic priorities of the department. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs, or conferences. Under the guidance of the MoA, may independently lead projects and programs for the grouping.

Job-Specific Responsibilities:

Office Administration

• Provide general administrative support to the grouping and faculty in the grouping.
• Track and maintain departmental records.
• Coordinate faculty leave request process on an annual basis.
• Support departmental committees.
• Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.
• May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable.
• As needed, provide day-to-day support to the department such as ordering supplies, submitting expenses, submitting work orders for facility-related issues, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• May serve as a departmental liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, contact information, and other materials needed to support timely and accurate communications. Will help maintain internal and public events calendars and websites for departments in the administrative grouping.
• May perform other related duties as assigned, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage if applicable.

Event and Program Support

• May coordinate and support a variety of department-wide events and/or meetings, working with central services if applicable.
• Under the general guidance of the MoA, serve as the lead administrator for grouping-level projects or program

Department Chair Support

• Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics.
• Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents).
• May coordinate and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned

Working Conditions:

This is a hybrid position with an expectation of working on campus three days per week. Exact schedule will be determined in conjunction with your manager and may adjust based on operational and/or business needs.

Qualifications

Basic Qualifications:

• Minimum five years of administrative or customer support experience.

Additional Qualifications and Skills:

• Strong organizational and time management skills.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Professional written and verbal communication skills.
• Discretion and sound judgment.
• Ability to work independently and escape issues appropriately.
• Stakeholder coordination.
• Familiarity with higher education, research administration, or academic operations preferred.
• Event and meeting coordination experience.

Certificates and Licenses:

• Will require completion of internal financial, procurement, or research compliance training.

Additional Information

• 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
• 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 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.