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Administrative Coordinator

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Harvard University

2mo ago

  • Job
    Full-time
    Mid Level
  • Customer Relations
    People, HR & Administration
  • Cambridge

AI generated summary

  • You should have 3+ years of admin/customer service experience, proficiency in MS Office/Adobe, videoconferencing skills, attention to detail, discretion, and a college degree is a plus.
  • You will manage calls, greet visitors, coordinate meetings, handle travel, process invoices, and maintain records while supporting the Dean’s schedule and assisting the administrative team.

Requirements

  • Three or more years of relevant administrative and customer service experience in an office environment. Education beyond high school may count toward experience
  • Proficiency in MS Office suite and Adobe Professional
  • Experience with setting up and managing videoconferencing equipment and software, particularly Zoom
  • College degree desirable
  • Solid administrative and advanced computer skills
  • Strong ability to multitask and handle constant interruptions and deadlines
  • Professional and courteous manner
  • Eagerness to work collegially and flexibly with staff at all levels
  • Excellent attention to detail and strong proofreading skills
  • Discretion, diplomacy, and good judgment
  • Demonstrated ability to handle confidential information

Responsibilities

  • Answering phones and greeting visitors
  • Assisting the FAS Dean in staying on schedule
  • Setting up and managing hybrid meetings using Zoom in the conference room, ensuring smooth communication between in-person and remote participants
  • Preparing and processing confidential correspondence
  • Coordinating travel, event, and meeting arrangements
  • Managing electronic records in ApplicationXtender
  • Processing invoices, journals, and reimbursements for payment
  • Monitoring the general email account and responding to requests for general information and FAS policies
  • Serving as backup for the Executive Assistant to the Dean when they are on vacation
  • Supporting the FAS Dean's Office team with general administrative duties as needed

FAQs

What is the primary role of the Administrative Coordinator in the Faculty of Arts and Sciences?

The Administrative Coordinator provides essential front-line support to the Dean of the Faculty of Arts and Sciences by performing confidential administrative duties and assisting in organizational efforts in a fast-paced office environment.

What qualifications are required for this position?

Candidates should have three or more years of relevant administrative and customer service experience, proficiency in MS Office and Adobe Professional, and experience with videoconferencing software, particularly Zoom.

Is a college degree required for this position?

A college degree is desirable but not mandatory; applicants with relevant experience are encouraged to apply.

What are the typical working hours for this position?

This position requires 37.5 hours of work per week, typically from Monday to Friday, 8:30 AM to 5:00 PM.

What types of tasks will the Administrative Coordinator be responsible for?

The tasks include answering phones, managing schedules, coordinating hybrid meetings, processing confidential correspondence, arranging travel, monitoring emails, and providing general administrative support to the Dean's Office team.

Are there opportunities for professional development in this role?

Yes, the position offers access to professional development programs and classes at little or no cost, including resources through the Harvard Center for Workplace Development and LinkedIn Learning.

What benefits are offered for this position?

Benefits include paid time off, health and welfare programs, retirement plans, tuition assistance and reimbursement, commuting options, wellness programs, and discounts for various services.

Is prior experience with ApplicationXtender required?

While not explicitly required, experience with managing electronic records in ApplicationXtender is a plus and may enhance candidacy.

What is the work format for this position?

This position is primarily on-site based in Massachusetts, with the possibility of in-person work during emergency situations.

How does Harvard University support equity, diversity, inclusion, and belonging?

Harvard University emphasizes equity, diversity, inclusion, and belonging as a pathway to achieving inclusive excellence and strives to create a community that embraces individuals from varied backgrounds, cultures, and experiences.

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Harvard University

https://hr.harvard.edu/search-jobs

Education
Industry
1636
Founded Year

Mission & Purpose

Harvard University is a prestigious educational institution that provides undergraduate, graduate, and professional education across a wide range of disciplines. Their ultimate mission is to advance knowledge, foster intellectual growth, and prepare leaders who will make a difference globally. Harvard's purpose is to create an environment of academic excellence, encouraging innovation, critical thinking, and research that addresses complex challenges, while also promoting inclusive and diverse perspectives within their community.