Senior Administrative Coordinator — Department & Programs

Harvard Faculty of Arts and Sciences; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision coverage

Retirement plans with university or;

Wellbeing resources

Tuition assistance and reimbursement

Commuter benefits

Job summary

Harvard Faculty of Arts and Sciences is seeking an Administrative Coordinator to provide high-level administrative and project support to the Department Chair and leadership team. The role requires an on-site hybrid presence in Cambridge, MA, with up to four days on campus per week and coordination of department-wide activities.

Responsibilities include office administration, event planning, onboarding, and inter-department communications.

Qualifications

• Minimum five years of administrative or customer support experience.
• Strong organizational and time management skills.
• Professional written and verbal communication skills.
• Discretion and sound judgment.
• Ability to work independently and elevate issues appropriately.
• 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.
• Coordinate faculty leave request process on an annual basis.
• Support departmental committees.
• Assist in unit personnel management and onboarding; may train 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 (to internal and external constituents).
• May coordinate and lead preparations for department faculty meetings, drafts meeting agendas and minutes.

Skills

Administrative support

Organization

Time management

Communication

Discretion

Independent work

Stakeholder coordination

Job description

Harvard Faculty of Arts and Sciences is seeking an Administrative Coordinator to provide high-level administrative and project support to the Department Chair and leadership team. The role requires an on-site hybrid presence in Cambridge, MA, with up to four days on campus per week and coordination of department-wide activities.

Responsibilities include office administration, event planning, onboarding, and inter-department communications.