Hybrid Administrative Coordinator for Academic Events

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

Job summary

Harvard Faculty of Arts and Sciences in Cambridge, MA seeks an Administrative Coordinator to provide comprehensive administrative and project support to the Department Chair and DA/ED. The role emphasizes in-person presence, office management, and coordinating departmental activities, events, and communications.

This position reports to the Chair/Executive Director, with responsibilities spanning office operations, records, onboarding, and cross-functional collaboration with central services.

Qualifications

• Minimum five years of administrative or customer support experience.
• 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.

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.
• 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.
• May coordinate and lead preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned.

Skills

Administrative support

Organizational skills

Time management

Communication

Stakeholder coordination

Event coordination

Independent work

Job description

Harvard Faculty of Arts and Sciences in Cambridge, MA seeks an Administrative Coordinator to provide comprehensive administrative and project support to the Department Chair and DA/ED. The role emphasizes in-person presence, office management, and coordinating departmental activities, events, and communications.

This position reports to the Chair/Executive Director, with responsibilities spanning office operations, records, onboarding, and cross-functional collaboration with central services.