Job Summary

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks an enthusiastic, collaborative, self-starter to provide critical, high-level administrative support for an Administrative Director. The position's primary responsibilities include providing administrative support for the Administrative Director to accomplish Area projects and initiatives, reviewing postdoctoral fellowship postings, coordinating faculty search and review committees, working with graduate and undergraduate student groups to plan and execute community-building activities, and processing financial transactions for Areas.

Position Description

Postdoctoral Search Postings:

Facilitates the area postdoctoral searches by reviewing all postdoctoral search advertisements for the Area to confirm they are following posting guidelines. Provides guidance to faculty coordinators about advertisements when questions or concerns arise and provides edits to the advertisements when needed. Approves and posts all Area advertisements. Serves as the first point of contact for faculty coordinators for questions about an open search once a posting is live.

Faculty Searches, Reviews, and Promotions:

The Administrative Coordinator (AC) provides administrative support and coordination for faculty searches and reviews. For searches, they work with the Administrative Director to post job ads, manage candidate pool in ARIeS, organize candidate visits (makes travel arrangements, creates a visit schedule, advertises the seminars, and processes the reimbursements), organize and schedule recruitment visits for candidates who receive an offer coordinating with senior level administrators across Harvard (makes travel arrangements, creates a visit schedule, and processes the reimbursements), and other tasks as needed. For searches and reviews, they coordinate and schedule committee meetings, prepare materials and assist with agenda preparation, and manage documents in SharePoint. For searches, they respond to inquiries from candidates and reference providers and disposition candidates in ARieS. For senior searches and for some reviews and promotions, the AC sends out the solicitations for external letters and maintains accurate tracking of the letters received, follows up with letter writers as necessary, and posts responses on SharePoint. For reviews and searches, they schedule and coordinate area voting meetings and compile the final dossier required for final University approval in hires and promotions. For affiliates of SEAS, they facilitate the appointment process by coordinating communication with SEAS and the individual's home unit to process and prepare appointment and reappointment letters.

Area Support:

The AC provides administrative support for the Administrative Director as needed, including but not limited to: updates Area websites, updates graduate student, postdoctoral, and faculty voting listservs, collect information for space inventory sheets and updates office assignments using University web-based tool, coordinates weekly seminars including room reservations, event communication, catering, scheduling visits, travel arrangements and reimbursements. Provides monthly updates on Area finances, including running and reviewing detailed listings to ensure expenses are appropriate and on the correct account. Handles room reservations, catering and reminders for weekly faculty meetings. Processes invoice payments for Area related expenses. Supports Area projects and initiatives, as directed by the Area Chairs or Administrative Director.

Community-Building Activities:

Takes full responsibility for planning, organizing, and facilitating community-building activities for students. This includes room reservations, catering, event communication, tracking responses, ordering giveaways, creating the event schedule, and processing payment. Events include, but are not limited to, monthly Area student socials and end-of-year events. May coordinate weekly/monthly area newsletters to keep the community up-to-date on events, job opportunities, and other relevant information.