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Administrative Coordinator
Harvard University Faculty of Arts and Sciences
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Administrative Coordinator

Harvard University Faculty of Arts and Sciences

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Details
Posted:
September 26, 2024
Location:
USA - MA - Cambridge
Salary:
Open
Type:
Full-time

Job Summary

This role is responsible for all administrative logistics of the meetings and committees related to the work of the Office of the Secretary. This role serves as principal administrative contact and liaison for internal faculty and student constituencies. This role works independently with minimal supervision in a work environment of multiple and conflicting priorities; it anticipates and resolves problems and reports directly to the Secretary of the Faculty.

Position Description

Responsibilities Include:

  • Fully administers the Prize Office, including gathering prize submissions, distributing materials, and performing financial processing of student prize awards for the Wendell, Bowdoin, and Hoopes Prizes. Coordinates prize committees and meetings of prize committees, including booking and managing all venues.
  • Coordinates and populates the Faculty?s standing committees.
  • Coordinates the annual Faculty Council Election process.
  • Manages all official records of the meetings of the Faculty, the meetings of the Faculty Council, Faculty votes, standing committee membership lists, and prize winners. Provides information, research, statistics, and analysis. Manages and updates all lists of faculty membership, including members and guests to the meetings of the Faculty. Compiles materials for University Archives and Records Management.
  • Liaison leadership role: with the Office of Faculty Affairs in the creation of the standing committee mastheads; with HUIT as principal liaison in managing the office website and servers; in maintaining the office?s Mailman accounts, and all mailings to the Faculty; and with subcontracted database developer.
  • Prepares, approves, and monitors the status of financial transactions; prepares Faculty correspondence.
  • Oversees work of support staff of temporary employees, including proctors for the meetings of the Faculty.

Basic Qualifications

  • 5+ years of administrative experience

Additional Qualifications and Skills

  • Expertise in accurate data entry, proofreading, and record keeping
  • Advanced knowledge of FileMaker Pro, Excel, SharePoint and database management
  • Familiarity with Harvard?s administrative systems is a plus
  • Demonstrated ability to exercise good judgment, discretion, and meet deadlines while managing interruptions and competing priorities.
  • Enthusiasm, professionalism, initiative, and resourcefulness.
  • Prior experience with project management, utilizing excellent organizational and communication skills.
  • Bachelor?s degree strongly preferred

Working Conditions

This position will be based in Cambridge, MA. The expectation is a full-time schedule on campus with possible hybrid work options in the future.

Additional Information

  • Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed.
  • We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
  • All formal offers will be made by FAS Human Resources.
  • We invite individuals with diverse backgrounds, experiences, and abilities to be a part of our community.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format

Hybrid (partially on-site, partially remote)


Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Internal Number: 66857BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.
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