Senior Administrative Coordinator

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

Benefits offered by this job

Paid time off

Health insurance

Retirement plan

Tuition assistance

Commuter benefits

Campus perks

Job summary

Harvard University is seeking a Senior Administrative Coordinator to provide executive-level support to FAS Human Resources, FAS Finance, and FAS Office of Research Administration. The role reports to an Administrative Manager within Administrative Operations and supports senior leaders across units in a hybrid Cambridge, MA setting.

The position requires advanced administrative coordination, calendar management, and confidential handling of information, with a strong emphasis on cross-unit

Qualifications

• Minimum of five years of related experience supporting a senior leader.
• Education beyond high school may count toward experience.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage complex calendars and scheduling for senior leaders.
• Coordinate meetings including room reservations and materials.
• Handle expense reimbursements and travel arrangements.
• Provide onboarding support for senior leadership and backup for the administrative pool.
• Maintain office supply purchasing and inventory.

Skills

Administrative coordination

Executive support

Calendaring

Communication

Discretion

Education

Bachelor's degree

Tools

SharePoint

Job 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 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 files including SharePoint sites.
• 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.

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.
• 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

Work Format Details

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.

Benefits

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

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 the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.