Administrative Coordinator III (Celtic Languages and Literatures, Comparative Literature, English)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance

Retirement plans

Tuition assistance

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences is seeking an Administrative Coordinator to provide general administrative and operational support to an academic unit, assisting or leading departmental projects and initiatives under the Manager of Administration. Strong in-person presence is required.

The role involves coordinating leave, maintaining records, supporting committees, onboarding staff, and coordinating events, seminars, and department activities.

Qualifications

• Minimum five years of administrative or customer support experience.
• 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 judgement.
• Ability to work independently and elevate issues appropriately.
• Stakeholder coordination.
• Familiarity with higher education, research administration, or academic operations preferred.
• Event and meeting coordination experience.

Responsibilities

• Provide general administrative support to the grouping and faculty in the grouping.
• Track and maintain departmental records within the administrative grouping.
• 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, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• May serve as a liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, calendars, contact information, and other materials needed to support timely and accurate communications.
• 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.
• 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 programs.
• Supports the Chairs and/or other department leaders on multiple 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 Chairs, as needed (to internal and external constituents).
• May coordinates and leads preparations for multiple department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned.

Skills

Organizational skills

Time management

Written and verbal communication

Discretion and judgment

Independent work

Stakeholder coordination

Higher education familiarity

Event coordination

Job description

Company Description

By working at Harvard University, you join a vibrant community thatadvances Harvard's world-changing mission in meaningful ways,inspires innovation and collaboration, and builds skills andexpertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Summary:

The Administrative Coordinator (AC) provides general administrativeand operational support to the academic unit, and may assist orlead departmental projects and initiatives under the guidance ofthe Manager of Administration (MOA). The AC also providesadministrative and project support to the Chair. Strong in-personpresence required.

The Administrative Coordinator supports the Department Chairs andMOA in implementing the strategic priorities of the departments. Independently responsible for administrative coordination of anadministrative grouping, anticipating and resolving problemsindependently. Has primary responsibility for office management,departmental projects, events, programs or conferences. Under theguidance of the MOA, may independently lead projects and programsfor the grouping.

Job-Specific Responsibilities:

Office Administration

• Provide general administrative support to the grouping andfaculty in the grouping.
• Track and maintain departmental records within theadministrative grouping.
• Coordinate faculty leave request process on an annualbasis.
• Support departmental committees.
• Assist in unit personnel management and on-boarding; may train,assign and direct work for support staff, students, LHTs, andtemps. May serve as back-up time approver.
• May provide support, as needed, for departmental activities, such as coordinating research appointments, hostingseminars/visitors, managing the course catalog, and directingfaculty to appropriate central services, if applicable.
• As needed, provide day-to-day support to the department such asordering supplies, submitting expenses, and sorting mail.
• Demonstrated discretion when handling confidential departmentmatters.
• May serve as a liaison to the centralized communications teamby gathering and coordinating unit-specific content, updates,calendars, contact information, and other materials needed tosupport timely and accurate communications.
• May perform other related duties as assigned, including spacemanagement and room scheduling activities, systems management andliaising with HUIT, and front office coverage if applicable.

Event and Program Support

• May coordinate and support a variety of department-wide eventsand/or meetings, working with central services if applicable.
• Under the general guidance of the MOA, serve as the leadadministrator for grouping-level projects or programs.

Department Chair Support

• Supports the Chairs and/or other department leaders on multipledepartment/program-wide initiatives by scheduling meetings orevents, or helping with logistics.
• Drafts and distributes internal and externalreports/communications on behalf of the Chairs, as needed (tointernal and external constituents).
• May coordinates and leads preparations for multiple departmentfaculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned

Working Conditions:

• May be expected to work on campus up to 4 days per week.

Qualifications

Basic Qualifications:

• Minimum five years of administrative or customer supportexperience.

Additional Qualifications and Skills:

• Strong organizational and time management skills.
• Ability to manage multiple priorities with accuracy andattention to detail.
• Professional written and verbal communication skills.
• Discretion and sound judgement.
• Ability to work independently and elevate issuesappropriately.
• Stakeholder coordination.
• Familiarity with higher education, research administration, oracademic operations preferred.
• Event and meeting coordination experience.

Certificates and Licenses:

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

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position.
  • FLSA Status: Non-exempt
  • Other Information: All formal offers will be made by FASHuman Resources.

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & WellbeingPage .

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard'sequal employment opportunity policyand a non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.