Senior Administrative Coordinator

SmartRecruiters, Inc.; Cambridge (MA); Hybrid; USD 60,000 - 72,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Generous paid time off

Retirement plans

Wellbeing resources

Tuition assistance and reimbursement

commuter benefits

Job summary

Harvard University is seeking a Senior Administrative Coordinator to provide executive-level support to the FAS Human Resources, FAS Finance, and FAS Office of Research Administration. The role reports to an Administrative Manager within Administrative Operations and requires coordinating calendars, meetings, travel, and onboarding for senior leaders.

The position emphasizes high discretion, collaboration, and thorough administrative coordination in a hybrid Cambridge, MA environment.

Qualifications

• Minimum of five years of related experience supporting a senior leader.
• Advanced administrative and operational coordination skills.
• Experience supporting at the executive level preferred.
• Strong organizational skills and attention to detail.
• Strong communication and relationship management skills.
• High level of discretion and diplomacy in handling sensitive information.

Responsibilities

• Manage complex calendars and scheduling for the senior leaders of these units.
• Manage individual and shared departmental inboxes.
• Coordinate meetings including room reservations, logistics, and preparation of meeting materials.
• Manage expense reimbursement and travel arrangements.
• Partner with Administrative Manager on engagement and stewardship activities.
• Provide local onboarding support for senior leadership.
• Provide backup support for the administrative pool.
• Manage office supply purchasing and inventory.
• Manage equipment and computer inventory.

Skills

Executive support

Calendar management

Communications

Discretion and diplomacy

Education

Bachelor's degree

Job description

• Salary Grade: 056
• Department: Administration and Finance - Administrative Operations
• FLSA Status: Non-exempt

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.

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 Description

Job Summary:

The Senior Administrative Coordinator for FAS Human Resources, FAS Finance and FAS Office of Research Administration, provides executive level support to the senior leaders of these units, as part of a shared administrative resource.This role reports to one of the Administrative Managers in Administrative Operations.

Job-Specific Responsibilities:

Administrative & Executive Coordination

Manage complex calendars and scheduling for the senior leaders of these units.

Manage individual and shared departmental inboxes.

Coordinate meetings including room reservations, logistics, and preparation of meeting materials.

Manage expense reimbursement and travel arrangements.

Partner with Administrative Manager on engagement and stewardship activities.

Provide local onboarding support for senior leadership.

Provide backup support for the administrative pool.

Facilities, Space & Asset Management

Manage office supply purchasing and inventory.

Manage equipment and computer inventory.

Working Conditions:

• Hybrid office environment: this position will be based in Cambridge, MA and there is an expectation of some workdays per week on campus to meet client department needs.Individual flexible and remote work options for this role will be discussed during the interview process.

Physical Requirements:

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

Qualifications

Basic Qualifications:

• Minimum of five years of related experience supporting a senior leader with demonstrated progressive office administration skills. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

Bachelor’s degree is strongly preferred.

Advanced administrative and operational coordination skills.

Experience supporting at the executive level preferred

Strong organizational skills and attention to detail.

Strong communication and relationship management skills.

High level of discretion and diplomacy in handling sensitive and confidential information.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal
• Other Information:
  • All formal offers will be made by FAS Human Resources

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 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

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

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.