Arts and Humanities Divisional Administrative Coordinator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Tuition assistance

Job summary

Harvard University, Faculty of Arts and Sciences is seeking an Administrative Coordinator III to provide comprehensive executive support to the Dean and contribute to the efficient operation of the Divisional office. The role manages the Dean's calendar, drafts communications, and coordinates meetings, events, and travel as needed.

The nominee will work closely with the Director of Strategy and Programs and other senior leaders, ensuring deadlines are tracked and priorities are addressed with

Qualifications

• Experience supporting senior leaders in academic or professional environments.
• Strong organizational and time-management skills.
• Ability to multitask and maintain accuracy in a fast-paced office setting.

Responsibilities

• Provide executive support to the Dean, including calendar management and correspondence.
• Coordinate meetings, events, and deadlines across divisional activities.
• Handle confidential information with discretion and tact and maintain organized records.

Skills

Executive support

Calendar management

Communication skills

Discretion & confidentiality

Event coordination

Multitasking

Education

College education / equivalent

Tools

Microsoft Office

SharePoint

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 Division of Arts and Humanities seeks an organized, proactive, highly discreet, and experienced Administrative Coordinator III toprovide full-time administrative and executive support to the Deanand contribute to the effective operation of the Divisionaloffice. The Administrative Coordinator serves as a primary point of contactfor the Dean, interacting with internal and external constituentsand coordinating a complex portfolio of decanal, scholarly, andexternal commitments. The position manages the Dean's calendar andpriorities, provides meeting and event support, assists withcommunications and correspondence, and develops effective systemsfor tracking deadlines, commitments, records, and follow-upactivities. Working closely with the Director of Strategy and Programssupporting other senior Divisional leaders, this positionanticipates needs, independently resolves routine administrativeissues, and helps ensure the smooth execution of the Dean's andDivision's priorities.

Job-Specific Responsibilities:

Executive Support and Calendar Management

• Provide comprehensive administrative and executive support tothe Dean.
• Serve as a primary point of contact for internal and externalconstituents seeking access to or information from the Dean.
• Manage a complex calendar encompassing decanalresponsibilities, scholarly activities, University commitments, andexternal engagements.
• Exercise sound judgment in prioritizing meeting requests anddetermining appropriate scheduling based on urgency, importance,preparation requirements, and the Dean's priorities.
• Coordinate schedules with other senior administrators and staffwhose responsibilities intersect with the Dean's work.
• Meet regularly with the Dean to review upcoming commitments,priorities, deadlines, protected work time, and schedulingneeds.
• Develop and maintain systems for tracking deadlines,commitments, follow-up items, invitations, and time-sensitiveresponsibilities.

Email, Correspondence, and Communications

• Assist with daily management and triage of the Dean's email,identifying urgent or time-sensitive messages, meeting requests,invitations, and matters requiring the Dean's attention.
• Draft and maintain templates for routine correspondence on theDean's behalf, reflecting the Dean's preferred tone andcommunication style.
• Handle confidential, sensitive, and private information with ahigh degree of discretion and tact.
• Assist with routine letters and communications for the Dean andother senior leaders in the Division.
• Update mailing and contact lists and assist with Divisionalwebsite content and news items as needed.

Meeting, Event, and Program Coordination

• Coordinate the Dean's meetings and events from initialscheduling through execution and follow-up.
• Prepare and organize agendas, briefing materials,presentations, reading materials, and other documentation.
• Coordinate preparation and distribution of substantial meetingmaterials for standing committees and other Universitymeetings.
• Research and arrange meeting venues, catering, audiovisualsupport, visitor access, accessibility, and other logistics.
• Participate in regular Divisional staff meetings to coordinatecalendars, upcoming activities, priorities, andresponsibilities.
• Take meeting notes and prepare minutes or follow-up materialsas requested.

Office Administration and Operations

• Help ensure the smooth day-to-day operation of the Division'smain office.
• Answer phones, greet and assist visitors, and respond toroutine inquiries.
• Coordinate visitor access and communicate with buildingmanagement as needed.
• Perform on-campus administrative activities such as printing,preparing meeting spaces, organizing materials, receiving visitors,and supporting events.
• Develop, document, and continuously improve administrativesystems for tracking files, contacts, commitments, deadlines, andaction items.
• Order supplies and other materials, including office snacks andbeverages for visitors to Divisional office, as needed.
• Coordinate with IT and other central service providers toresolve administrative or technical issues.
• Provide back-up administrative support for other members of theDivisional office.
• Maintain an organized and professional Dean's officeenvironment.

Travel, Financial, and Administrative Coordination

• Ensure policy-compliant arrangements for transportation,lodging, and other business travel.
• Coordinate preparation of detailed travel itineraries.
• Ensure timely and appropriate reimbursement of the Dean'sUniversity-related business expenses.
• Coordinate monthly reconciliation of the Dean's corporate cardand related documentation.
• Maintain appropriate records and documentation associated withtravel, purchasing, and reimbursements.
• Complete required internal financial, procurement, andcompliance training.

Staff and Workflow Coordination

• Provide training, direction, or work coordination to temporaryemployees, student workers, or other support personnel whenappropriate.

Additional Responsibilities

• Research and arrange appropriate tokens of appreciation orcondolence for faculty, staff, and external constituents.
• Assist with special projects and Divisional initiatives.
• Anticipate administrative needs and independently addressroutine issues whenever possible.
• Escalate complex, sensitive, or policy-related mattersappropriately.
• Perform other duties as requested or needed to support theDean, Divisional leadership, and effective operation of theoffice.

Working Conditions

Work is performed in an office setting.The position requires a strong in-person presence, with anexpectation of working on campus four days per week.

Physical Requirements

Sitting and using near vision forreading and computer work for extended periods of time.

Qualifications

Basic Qualifications:

• Minimum of five years of administrative, executive support, orrelated business experience, including experience supportingsenior- or executive-level leaders with progressively increasingresponsibility and independence.

Additional Qualifications and Skills:

• College education or equivalent combination of education andrelevant business experience.
• Experience working in an academic, higher education,professional, or complex administrative environment.
• Demonstrated experience managing complicated executivecalendars and competing priorities.
• Experience with email triage, meeting coordination, travelarrangements, and event management.
• Experience handling purchasing, expense reimbursement, andfinancial reconciliation processes.
• Experience coordinating or overseeing the work of other staff,student employees, temporary employees, or volunteers.
• Exceptional organizational and time-management skills.
• Demonstrated ability to anticipate needs, identify priorities,and independently resolve administrative issues.
• Exceptional judgment, discretion, diplomacy, and tact.
• Proven ability to handle confidential and sensitive informationappropriately.
• Excellent written and verbal communication skills.
• Strong proofreading, editing, and document-preparationskills.
• Ability to manage multiple priorities simultaneously whilemaintaining accuracy and attention to detail.
• Ability to work independently while recognizing when mattersshould be escalated.
• Strong interpersonal skills and ability to interactprofessionally with faculty, senior administrators, staff,students, alumni, external organizations, and visitors.
• Demonstrated facility with Microsoft Office applications,including Outlook, Word, Excel, and PowerPoint.
• Experience with SharePoint or comparable electronicdocument-management and collaboration systems.
• Ability to learn and use Harvard administrative, financial,procurement, and other systems.
• Experience supporting senior academic or executive leaderspreferred.

Certificates and Licenses:

Completion of applicable Harvardinternal financial, procurement, or compliance training may berequired.

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, Criminal,Credit
• 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

• 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

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's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.