Administrative Coordinator III (EMR, FOLK, HLIT, Medieval Studies)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Commuter benefits

Job summary

Harvard University’s Faculty of Arts and Sciences seeks an Administrative Coordinator to provide general administrative and operational support to academic units, collaborating with the Manager of Administration and Chairs. The role involves managing calendars, coordinating meetings, and producing reports while ensuring confidentiality and timely communication.

A strong applicant will demonstrate organizational prowess, the ability to juggle multiple priorities, and professional written and

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 judgment.
• Ability to work independently and elevate issues appropriately.
• 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 onboarding; may train, assign and direct work for support staff, students, LHTs, and temps.
• May provide day-to-day support to departments such as ordering supplies, submitting expenses, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• May serve as liaison to centralized communications team by gathering and coordinating unit content.

Skills

Administrative support

Calendar management

Communication

Discretion

Team coordination

Microsoft Office

Google Workspace

Tools

Microsoft Office

Google Workspace

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 Description

Job Summary

The Administrative Coordinator (AC) provides general administrativeand operational support to the academic units, 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 Chairs. Strong in-personpresence required.

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 departments suchas ordering 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 judgment.
• 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.

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 the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• 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 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 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 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.