Arts and Humanities Divisional Administrative Coordinator

Harvard University; Massachusetts; On-site; USD 60,000 - 85,000; Full time

Job summary

Harvard University in Massachusetts seeks an Administrative Coordinator III to provide full-time administrative and executive support to the Dean and contribute to the Divisional office's effective operation.

The role acts as the Dean's primary contact, manages calendars, coordinates meetings and events, and supports communications and record-keeping with discretion and professionalism.

Qualifications

• Organized and proactive administrator with discretion.
• Experience providing executive support and managing complex calendars.
• Ability to draft routine correspondence and maintain confidential records.

Responsibilities

• Provide full-time administrative and executive support to the Dean.
• Act as primary contact for internal and external constituents for the Dean.
• Manage a complex calendar including decanal and University commitments.
• Prioritize meeting requests and coordinate with senior staff.
• Prepare agendas, briefing materials, and meeting documentation.
• Coordinate travel, lodging, and reimbursements for Dean-related activities.
• Develop systems to track deadlines, commitments, and action items.

Skills

Calendar management

Executive support

Email management

Meeting coordination

Travel coordination

Office administration

Job 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 Summary

The Division of Arts and Humanities seeks an organized, proactive, highly discreet, and experienced Administrative Coordinator III to provide full-time administrative and executive support to the Dean and contribute to the effective operation of the Divisional office.

The Administrative Coordinator serves as a primary point of contact for the Dean, interacting with internal and external constituents and coordinating a complex portfolio of decanal, scholarly, and external commitments. The position manages the Dean's calendar and priorities, provides meeting and event support, assists with communications and correspondence, and develops effective systems for tracking deadlines, commitments, records, and follow-up activities.

Working closely with the Director of Strategy and Programs supporting other senior Divisional leaders, this position anticipates needs, independently resolves routine administrative issues, and helps ensure the smooth execution of the Dean's and Division's priorities.

Job-Specific Responsibilities

Executive Support and Calendar Management

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

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 the Dean's behalf, reflecting the Dean's preferred tone and communication style.
• Handle confidential, sensitive, and private information with a high degree of discretion and tact.
• Assist with routine letters and communications for the Dean and other senior leaders in the Division.
• Update mailing and contact lists and assist with Divisional website content and news items as needed.

Meeting, Event, and Program Coordination

• Coordinate the Dean's meetings and events from initial scheduling through execution and follow-up.
• Prepare and organize agendas, briefing materials, presentations, reading materials, and other documentation.
• Coordinate preparation and distribution of substantial meeting materials for standing committees and other University meetings.
• Research and arrange meeting venues, catering, audiovisual support, visitor access, accessibility, and other logistics.
• Participate in regular Divisional staff meetings to coordinate calendars, upcoming activities, priorities, and responsibilities.
• Take meeting notes and prepare minutes or follow-up materials as requested.

Office Administration and Operations

• Help ensure the smooth day-to-day operation of the Division's main office.
• Answer phones, greet and assist visitors, and respond to routine inquiries.
• Coordinate visitor access and communicate with building management 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 administrative systems for tracking files, contacts, commitments, deadlines, and action items.
• Order supplies and other materials, including office snacks and beverages for visitors to Divisional office, as needed.
• Coordinate with IT and other central service providers to resolve administrative or technical issues.
• Provide back-up administrative support for other members of the Divisional office.
• Maintain an organized and professional Dean's office environment.

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's University-related business expenses.
• Coordinate monthly reconciliation of the Dean's corporate card and related documentation.
• Maintain appropriate records and documentation associated with travel, purchasing, and reimbursements.
• Complete required internal financial, procurement, and compliance training.

Staff and Workflow Coordination

• Provide training, direction, or work coordination to temporary employees, student workers, or other support personnel when appropriate.

Additional Responsibilities

• Research and arrange appropriate tokens of appreciation or condolence for faculty, staff, and external constituents.
• Assist with special projects and Divisional initiatives.
• Anticipate administrative needs and independently address routine issues whenever possible.
• Escalate complex, sensitive, or policy-related matters