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Administrative Coordinator, Division of Research and Faculty Development

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Harvard University

3mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Boston

AI generated summary

  • You need a high school diploma, 5+ years supporting senior leaders, strong Microsoft Office skills, excellent communication, attention to detail, discretion, and the ability to prioritize tasks effectively.
  • You will manage calendars, coordinate meetings, prepare materials, handle logistics, support special projects, and provide administrative assistance to ensure smooth office operations.

Requirements

  • High school diploma, GED, or equivalent required.
  • Education beyond high school may count toward experience.
  • 5+ years of experience working with and supporting senior/executive level leaders or related experience. Experience with calendar management of senior/executive leaders is required.
  • Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.
  • Outstanding organizational, communication, and customer service skills.
  • Impeccable attention to detail.
  • Able to handle confidential and sensitive information in a professional manner with discretion.
  • Sound judgment. Able to manage and prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
  • Works well independently and as a collaborative team member. Self-motivated, flexible, responsive, reliable.
  • Establishes strong working relationships. Interacts effectively with colleagues at all levels of seniority.

Responsibilities

  • Manages the ED’s active, complex calendar. Facilitates engagement and scheduling with numerous stakeholders. Maintains and schedules one-time and recurring meetings. Prioritizes meeting requests.
  • Maintains flexible and proactive scheduling systems and processes to accommodate shifting calendars and priorities. Resolves scheduling conflicts.
  • Determines ED’s preferences and plans accordingly, keeping the ED well informed of the schedule and related changes as they occur.
  • Supports in-person, virtual, and hybrid meetings. Handles associated logistics (room reservations, technology, catering).
  • Prepares meeting materials. Reviews meeting notes. Ensures timely follow through on action items.
  • Maintains systems to support ongoing agenda planning for recurring meetings.
  • Scans meeting notes and meeting materials as needed. Organizes electronic files.
  • Compiles materials and develops briefings to assist the ED with meeting preparation.
  • Assists with presentations, talking points, correspondence.
  • Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
  • Supports special projects and activities on a wide range of topics related to faculty and research administration, governance, and support.
  • Anticipates the needs of the office and acts proactively, thinking creatively and strategically when problem solving.
  • Works effectively within a collaborative, cross functional team environment on a variety of assignments.
  • Provides back-up coverage to support staff in Faculty Administration and Research Administration as needed.
  • Prepares expense reports in compliance with all financial policies using University system. Manages supplies and office equipment. Reports building maintenance issues.
  • Provides back-up administrative and logistical support for Division of Research and Faculty Development (DRFD)-wide events and gatherings as needed.
  • Provides back-up administrative and logistical coverage to the Faculty Administration team in support of its programs, projects and activities.
  • This role is also responsible for other duties as assigned.

FAQs

What is the main responsibility of the Administrative Coordinator?

The main responsibility of the Administrative Coordinator is to ensure smooth daily administrative operations of the Executive Director's office, including calendar management, meeting support, project assistance, and administrative operations.

What educational qualifications are required for this position?

A high school diploma, GED, or equivalent is required, and education beyond high school may count toward experience.

How many years of experience are needed for this job?

The position requires 5+ years of experience working with and supporting senior/executive level leaders or related experience, including experience with calendar management of senior/executive leaders.

Is experience with Microsoft Office a requirement?

Yes, proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook) is a must for this role.

Are there flexible work hours for this job?

The position is 40 hours per week and is overtime eligible, with specific hours and days onsite being determined by business needs.

What type of meetings will the Administrative Coordinator support?

The Administrative Coordinator will support in-person, virtual, and hybrid meetings, handling logistics such as room reservations, technology, and catering.

Is a cover letter required for the application?

Yes, a cover letter is required to be considered for this opportunity.

Will the position require handling confidential information?

Yes, the Administrative Coordinator will handle confidential and sensitive information and must do so with discretion.

What are the working conditions for this role?

The working conditions may require overtime, and the role is hybrid, combining remote and onsite work at the Boston campus.

What benefits does Harvard offer to employees in this position?

Benefits may include paid time off, comprehensive health and welfare programs, retirement plans, tuition assistance, professional development opportunities, and access to various facilities and discounts.

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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.