Senior Administrative Coordinator

Harvard University; Massachusetts; On-site; USD 65,000 - 90,000; Full time

Job summary

Harvard University’s Harvard T.H. Chan School of Public Health seeks a Senior Administrative Coordinator to provide high‑level executive support, complex project management, and cross‑department coordination in a fast‑paced office.

Reporting to the Deputy Chief of Staff and serving as a liaison within the dean’s office, you will manage calendars, prepare briefing materials, and coordinate meetings with senior leadership.

Qualifications

• Bachelor’s Degree or equivalent experience.
• 5+ years of experience supporting senior leaders or equivalent administrative roles.
• Proficiency with Microsoft Office suite (Word, Excel, SharePoint, OneDrive, Outlook).
• Ability to handle confidential information with discretion and sound judgement.
• Attention to detail and ability to anticipate office needs and conflicts.
• Strong written and verbal communication skills and professional relationship building.

Responsibilities

• Coordinate with the dean’s office to communicate evolving priorities from the Dean and Chief of Staff.
• Train and back-up the Senior Executive Assistant to the Dean.
• Provide executive-level staffing for leadership meetings and note-taking.
• Prepare briefing materials, talking points, and checklists for COS meetings.
• Develop project management plans and administrative systems for high volumes of deliverables.
• Coordinate internal office events and meetings, including agendas, venues, budgets, and food services.
• Manage confidential correspondence and propose replies for approval.
• Support recruitments, onboarding, and IT setup; assist with job postings as needed.
• Maintain organized, confidential filing systems and track action items.
• Identify opportunities to improve administrative processes across the office.

Skills

Executive support

Project management

Scheduling

Confidentiality

Communication

Organization

Cross-dept coordination

Stakeholder relations

Education

Bachelor’s Degree or equivalent experience

Tools

Microsoft Word

Excel

SharePoint

OneDrive

Outlook

Job description

Overview

Senior Administrative Coordinator in the Harvard T.H. Chan School of Public Health provides high‑level executive support, complex project management, and cross‑department coordination in a fast‑paced office. Reports to the Deputy Chief of Staff and serves as a key liaison within the dean’s office.

Job Summary

The Harvard T.H. Chan School of Public Health advances the public’s health through learning, discovery, and communication. The Dean’s Office supports the school’s faculty, students, and staff by coordinating efforts across departments and ensuring effective operations.

Job Responsibilities

• Coordinate with the dean’s office to keep staff informed of evolving priorities from the Dean and Chief of Staff.
• Train the Senior Executive Assistant to the Dean and provide backup and guidance as needed.
• Provide executive‑level staffing for the Dean’s leadership meetings in the absence of, or at the request of, the Deputy Chief of Staff.
• Facilitate timely communication of updates and track action items requiring follow‑up.
• Coordinate administrative activities at the direction of the Deputy Chief of Staff, including supporting recruitments, onboarding training, contributing to job postings, and IT setup.
• Strategic calendar management: plan and prioritize meetings based on competing demands, cross‑check with the Dean’s calendar, and identify attendees based on COS priorities.
• Prepare briefing materials for COS meetings, draft talking points and checklists, and conduct research to produce materials for weekly meetings with the Dean, Academic Affairs, Executive Dean, and Senior Leadership Team.
• Manage and track the COS project list; reconcile with the calendar and adjust deliverables as needed.
• Develop project management plans/tools and administrative systems to handle a high volume of ongoing deliverables.
• Draft confidential correspondence on behalf of the COS, flag follow‑up items, and prepare suggested replies for approval.
• Coordinate internal office events and meetings; gather input from stakeholders to ensure productive meetings.
• Prepare agendas, identify venues, manage budgets, and liaise with operations and food services as needed.
• Understand office and university protocols to handle routine situations and exercise judgment for non‑routine and complex scenarios (e.g., media inquiries).
• Identify opportunities to improve administrative processes and create efficient structures across the office.
• Maintain organized, confidential filing systems for correspondence and records.
• Contribute to special projects as assigned by the COS and Deputy COS.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor’s Degree or equivalent experience.
• 5+ years of experience supporting senior/executive leaders or equivalent administrative experience.

Additional Qualifications and Skills

• Proficiency with Microsoft Office (Word, Excel, SharePoint, OneDrive, Outlook).
• Experience managing complex scheduling and multiple tasks with deadlines.
• Ability to handle confidential information with discretion and sound judgement.
• Attention to detail and ability to anticipate office needs and potential conflicts.
• Strong written and verbal communication skills and ability to build professional relationships with tact.
• Ability to work independently and collaboratively in a fast‑paced environment.
• Excellent organizational skills with the ability to prioritize changing demands.
• Resourcefulness and initiative.

Other 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, Education.

EEO/Non‑Discrimination

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 the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law.