Administrative Coordinator, IT

Harvard University FAS Human Resources; Boston (MA); Hybrid; USD 78,000 - 83,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plan

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard University, through Harvard Business School IT, seeks an Administrative Coordinator to support the CIO and OE team. The role emphasizes executive-level coordination, calendar management, and critical travel arrangements in a fast-paced academic environment.

The position is hybrid, based in Boston, with a 40-hour work week and a compensation range aligned to established University scales. It requires strong organizational skills and discretion in handling sensitive information.

Qualifications

• Five years of admin support experience or relevant work.
• Experience supporting executives and managing confidential information.
• Strong verbal and written communication; detail-oriented and organized.

Responsibilities

• Manage CIO/OCIO calendar, schedule meetings and resolve conflicts.
• Prepare agendas for OCIO/IT Leadership Council, capture notes and track actions.
• Monitor CIO inbox and respond to routine inquiries; draft concise replies.

Skills

Administrative support experience

Executive-level support

Communication skills

Independent work

Education

High School Diploma or GED

Tools

Microsoft Office

Zoom

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.

Harvard Business School (HBS) IT is a nimble, innovative, strategic partner who crafts, delivers and supports pioneering technology solutions that connect, enable and inspire the HBS community to educate leaders who make a difference in the world. Visit our website for more information: http://www.hbs.edu/information-technology/about-us.

Job Description

Job Summary:

Are you excited by the idea of joining a world-class organization at the intersection of higher education and business? Can you see yourself supporting an executive team of dynamic technology leaders? If so, consider joining our team! The Organizational Effectiveness team is an integral part of the Information Technology department in support of HBS's mission to educate leaders who make a difference in the world.

The Administrative Coordinator, IT reports to the Managing Director, Organizational Effectiveness (OE) within HBS IT’s OE team and works closely with the Office of the CIO (OCIO). This role is the primary point of contact for the Chief Information Officer (CIO), serving as the gatekeeper between the OCIO and School/University leadership.

The ideal candidate can handle many complex and confidential situations for the CIO, and demonstrates sound judgment, initiative, and responsiveness. Success in this role requires the ability to manage competing priorities, and proactively reprioritize as needed. An individual with a strong executive presence and excellent attention to detail will thrive in this role.

Job-Specific Responsibilities:

• Provide detail-oriented management of the CIO’s complex calendar by scheduling meetings, balancing priorities, anticipating the CIO’s needs, and proactively resolve scheduling conflicts
• Attend OCIO and IT Leadership Council (ITLC) meetings, prepare agendas, capture quality notes and key takeaways, and track status of action items with owners to ensure timely follow-up and resolution
• Monitor tasks to be completed by the CIO (i.e., follow-up phone calls and emails, correspondence, reports in progress) to ensure the CIO meets deadlines and expectations
• Monitor, prioritize, and manage the CIO’s high-volume inbox; flag urgent technical alerts or system incidents, independently resolve routine inquiries, and draft concise responses to support the CIO's daily focus
• Provide administrative support for high-priority projects and initiatives under the OCIO and ITLC including process development, implementation, and management
• Lead execution of department-wide events based on guidance from CIO, in partnership with Managing Director, Organizational Effectiveness and team
• Arrange travel, lodging, and detailed itineraries
• Track expenses, process invoices, and compile expense reports for travel and other business-related purchases
• Provide scheduling assistance and logistical support for the OCIO, including inbox management and support for ITLC events
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
• Complete other responsibilities as assigned

Qualifications

Basic Qualifications:

• High school diploma, GED, or equivalent is required
• Minimum of five years of experience in administrative support role(s) and/or relevant experience is required
• Education beyond high school may count towards experience
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is a must

Additional Qualifications and Skills:

The following are preferred:

• Experience providing executive-level administrative support
• Effective oral and written communication skills, including excellent command of grammar
• Exceptional organizational skills and attention to detailDemonstrated efficiency and exemplary customer service skills
• Ability to work independently with minimal supervision

Additional Information

• Standard Hours/Schedule: This is a 40 hours/week, overtime eligible position
• Compensation Range/Rate (including Shift Differential if applicable): $78293 - $82571, salary commensurate with experience.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information:
• This role is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA-based campus. HBS expects all staff to be onsite at least three days per week and for departments to provide onsite coverage Monday - Friday. Specific hours and days onsite will bedeterminedby business needs and are subject to change withappropriate advancednotice.
• We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in person for this role.

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 055. 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.