Faculty Operations & Admin Specialist

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

Job summary

Harvard University, Faculty of Arts & Sciences in Cambridge, MA, seeks an experienced Faculty Assistant to provide comprehensive administrative support to faculty, manage calendars and travel, and coordinate events. The role requires strong in-person presence and the ability to handle multiple priorities across teaching and research portfolios.

Responsibilities include preparing reports and materials, assisting with purchasing and reimbursements, and updating Canvas materials when needed.

Qualifications

• Three years minimum 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 escalat[e] issues appropriately.
• Familiarity with higher education, research administration, or academic operations preferred.
• Ability to handle confidential information with discretion.
• Strong skills in Word, Excel and PowerPoint; Canvas and Concur a plus.

Responsibilities

• Manage calendars, travel, expenses and daily administrative needs of up to 10 faculty members.
• Prepare correspondence, reports, and meeting materials.
• Serve as primary administrative support for faculty activities (events, visitors, purchasing).
• Route faculty requests to proper functional partner, serving as their main point-of-contact to functional partners and shared service centers.
• Provide support for faculty members directly related to their teaching and research portfolio.
• Provide support for events led by faculty.
• May be responsible for obtaining permissions and copyright registration.
• Updates Canvas course materials when TFs are not available.
• Submit faculty concur expense reports.
• Assists designated faculty with the submission of corporate card receipts, required financial forms, and advises faculty of upcoming payment deadlines.
• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
• May perform other related duties as assigned, including sharing responsibility for general administrative coverage such as reception and event support.

Skills

Administrative support

Customer service

Microsoft Word/Excel/PowerPoint

Communication skills

Time management

Tools

Canvas

Concur

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Harvard University, Faculty of Arts & Sciences in Cambridge, MA, seeks an experienced Faculty Assistant to provide comprehensive administrative support to faculty, manage calendars and travel, and coordinate events. The role requires strong in-person presence and the ability to handle multiple priorities across teaching and research portfolios.

Responsibilities include preparing reports and materials, assisting with purchasing and reimbursements, and updating Canvas materials when needed.