Administrative Coordinator III (Government)

Harvard University; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Harvard University in Cambridge, MA is seeking an Administrative Coordinator to provide general administrative and operational support to the academic unit. The AC may lead departmental projects and initiatives under the guidance of the Director or Executive Director, with a strong in-person presence required.

You will support the Department Chair and DA/ED, manage office operations, events, and communications, and coordinate space, calendars, and faculty-related activities.

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 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.
• May 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.
• Provide day-to-day support to the department such as ordering supplies, submitting expenses, maintaining common areas, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• Serve as a departmental 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.
• Perform other related duties, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage when needed.
• Coordinate and execute a variety of department-wide events and/or meetings, working with central services, as applicable.
• Under the general guidance of the DA/ED, serve as the lead administrator for grouping-level projects or programs.
• 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 lead preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned.

Skills

Administrative experience

Customer support

Organizational skills

Communication skills

Independent work

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 academic unit, and may assist or lead departmental projects and initiatives under the guidance of the Director or Executive Director. The AC also provides administrative and project support to the Chair. Strong in-person presence required.

The Administrative Coordinator supports the Department Chair and DA/ED 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 DA/ED, 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.
• May 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.
• Provide day-to-day support to the department such as ordering supplies, submitting expenses, maintaining common areas, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• Serve as a departmental 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.
• Perform other related duties, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage when needed.

Event and Program Support

• Coordinate and execute a variety of department-wide events and/or meetings, working with central services, as applicable.
• Under the general guidance of the DA/ED, serve as the lead administrator for grouping-level projects or programs.

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 lead preparations for department faculty 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.

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. This position will be based in Cambridge, MA and there is an expectation of four (4) workdays per week on campus. 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.

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 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, 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:
  • Visa Sponsorship Information: Har