Senior Administrative Coordinator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Parental leave

Medical, dental, and vision insurance

Retirement plans with university_contr

Wellbeing resources

Tuition assistance

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences, is seeking a Senior Administrative Coordinator to provide executive level support to HR, Finance, and Research Administration leaders. The role is based in Cambridge with hybrid work options and requires coordinating calendars, managing inboxes, meetings, and travel, plus onboarding support.

The successful candidate will demonstrate advanced administrative coordination, discretion with sensitive information, strong organizational and

Qualifications

• Minimum of five years of related experience supporting a senior leader.
• Bachelor’s degree is strongly preferred.
• Advanced administrative and operational coordination skills.
• Experience supporting at the executive level is 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 for senior leaders and shared inboxes.
• Coordinate meetings, room reservations, travel and expenses.
• Provide onboarding support and backup for the administrative pool.
• Maintain office files and SharePoint sites; manage inventory.
• Support engagement and stewardship activities with Administrative Manager.
• Ensure timely and accurate documentation and reporting.

Skills

Executive support

Calendar management

Communication

Discretion & confidentiality

Relationship management

Education

Bachelor’s degree

Tools

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 seeks to foster an environmentof 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 Senior Administrative Coordinator for FAS Human Resources, FASFinance and FAS Office of Research Administration, providesexecutive level support to the senior leaders of these units, aspart of a shared administrative resource. This role reports to oneof the Administrative Managers in Administrative Operations.

Job-Specific Responsibilities:

Administrative & Executive Coordination

• Manage complex calendars and scheduling for the senior leadersof these units.
• Manage individual and shared departmental inboxes.
• Coordinate meetings including room reservations, logistics, andpreparation of meeting materials.
• Manage expense reimbursement and travel arrangements.
• Partner with Administrative Manager on engagement andstewardship 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 files including SharePoint sites.
• Manage equipment and computer inventory.

Working Conditions:

• Hybrid office environment: this position will be based inCambridge, MA and there is an expectation of some workdays per weekon campus to meet client department needs. Individual flexible andremote work options for this role will be discussed during theinterview process.

Physical Requirements:

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

Qualifications

Basic Qualifications:

• Minimum of five years of related experience supporting a seniorleader 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 sensitiveand confidential information.

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
• Other Information:
  • All formal offers will be made by FAS Human 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 thecorresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• 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

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

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.

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 free from harassment and discrimination.