Job Information
Harvard University Administrative Coordinator, Di in Cambridge, Massachusetts
64063BRAuto req ID:64063BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Boston Business Title:Administrative Coordinator, Digital TransformationSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
High school diploma, GED, or equivalent required
5 years of experience in administrative support role(s) and/or related experience is required
Education beyond high school may count toward experience
Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is required
Additional Qualifications and Skills:
Experience as an Executive Assistant or Administrative Office Lead/Manager
Strong oral and written communication skills, impeccable grammar
Excellent organizational skills, project coordinator experience a plus
Detail-oriented and efficient, displaying exemplary customer service and relationship enhancing skills •
Exceptional level of dependability, follow-through and accountability
Proficiency in email programs and web-based calendaring
Demonstrated ability to work independently with minimal supervision
Demonstrates high degree of collaboration and team building proficiencies
Additional Information:This role is offered as required at our Boston, MA based campus for a minimum 90-day period with some possible remote work afterwards with the amount and specific days and schedule to be determined between you and your manager.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.Department:Digital TransformationPre-Employment Screening:Identity Job Function:General Administration Position Description:Calendar Management:
Manages the Chief Digital Officer’s 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. Looks for opportunities to automate manual scheduling tasks. Resolves scheduling conflicts.
Understands the Chief Digital Officer’s preferences and plans accordingly, keeping them well informed of the schedule and related changes as they occur.
Meeting Support:
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 using the department’s knowledge management system.
Department Coordination and Administration:
Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
Anticipates the needs of the office and acts proactively, thinking creatively and strategically when problem solving.
Prepares expense reports in compliance with all financial policies using University systems. Manages supplies and office equipment. Reports building maintenance issues.
Lead planning and execution of department-wide events based on guidance from leadership, partnering with members of the leadership team and handling event logistics.
Provide administrative and scheduling assistance as necessary for recruiting, hiring, and onboarding a variety of resources.
Complete other responsibilities as assigned.
School/Unit:Harvard Business School 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.Job Summary:Be a pioneer in business education and research and make a global impact by joining the Harvard Business School’s Digital Transformation team - a startup within Harvard that is deploying cutting-edge digital- and emerging-technology products that are transforming the scale and scope of global education. Where else can you learn about cutting-edge technology such as Artificial Intelligence, while making a difference at the intersection of a world-class education, noble purpose, and timeless legacy?
As the Administrative Coordinator, you will be the central point in ensuring smooth daily administrative operations of the department. You will be a critical member of our team, helping manage the Chief Digital Officer’s calendar, liaising with leaders across the University, assisting with the onboarding of new staff, resolving problems, executing automating key operational processes, and maintaining systems critical to the innovative operation of the department. The Administrative Coordinator keeps people informed, represents the office in a professional manner, and develops organizational knowledge and strong working relationships around the school to facilitate the efficient and effective performance of job responsibilities. Our ideal candidate is an independent and proactive worker, a creative problem-solver, demonstrates flexibility and speed operating in a dynamic, digital work environment, has a strong attention to detail and accuracy, handles confidential and sensitive information with discretion, and can flourish in an environment of multiple and sometimes conflicting priorities, necessitating good judgment in prioritizing deliverables.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.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:On-Site LinkedIn Recruiter Tag (for internal use only):#LI-MM1About Us:Be a pioneer business education and research and make a global impact by joining the Harvard Business School’s Digital Transformation team - a startup within Harvard that is deploying cutting-edge digital- and emerging-technology products that are transforming the scale and scope of global education. Where else can you learn about cutting-edge technology such as Artificial Intelligence, while making a difference at the intersection of a world-class education, noble purpose, and timeless legacy?