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Harvard University Administrative Coordinator in Cambridge, Massachusetts

56597BRAuto req ID:56597BRJob Code:403134 Coordinator I Location:USA - MA - Boston Business Title:Administrative CoordinatorSub-Unit:------------ Salary Grade ( :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:3 years or more in related experience required; a combination of education and experience may be considered.Additional Qualifications and Skills:Bachelor's degree or equivalent experience strongly preferred

Please provide a cover letter

Robust office administration and customer service experience preferred

Professional experience in an office setting, preferably in a corporate environment or academic environment preferred

Proven experience providing complex administrative support in a high-profile environment

with tact and diplomacy preferred

Professional experience with Microsoft Outlook, Word, Excel, and PowerPoint, and solid working knowledge of various office processes and related computer software and electronic communications tools preferred

Strong communication and interpersonal skills preferred

Experience working in a fast-paced environment with multiple priorities preferred

Highly organized with keen attention to detail, diplomatic, positive, and solutions-oriented preferred

Experience working effectively and collaboratively with many different colleagues across different teams and projects preferred

Flexible team player preferred

Experience using strong judgment and discretion dealing with confidential information preferred

Attention to detail

Experience managing senior leadership

Ability to set and reorganize priorities at short noticeAdditional Information:This is a two-year term position with possibility of extension contingent on work performance and continued funding to support the position.

This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments’ business needs.

Harvard requires COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage:

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.

  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

  • Retirement: University-funded retirement plan with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.

  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.

  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

    The Harvard Medical School is not able to provide visa sponsorship for this position.

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Department:Diversity Inclusion & Community PartnershipPre-Employment Screening:Identity Schedule:35 hours/week | Monday-Friday | 9:00am to 5:00pmJob Function:General Administration Job-Specific Responsibilities:Working under minimum supervision, the Administrative Coordinator (AC) provides high-level administrative support to the Dean for Diversity Inclusion and Community Partnership, Director of Administration and Associate Director for Minority Faculty Development Program.

Oversee Dean’s calendar and travel schedule, coordination of meetings and conference calls. Draft correspondence, speech agreement/contracts, and respond to incoming inquiries. Serve as liaison between Dean and faculty, residents, students, and staff. Facilitate communication between Dean and foundations, federal and private agencies, community organizations, schools, affiliated institutions and HMS community. Manage and monitor usage of corporate card expenditures and work with Finance Associate to process expense reports and reconcile monthly statements. Prepare reimbursement forms and follow up with hosting organizations. Contribute to development and management of office’s strategic planning efforts, programs and activities. Develop, coordinate and execute conferences, events and activities for potential funders/donors, plus faculty and alums(particularly as they relate to development/fundraising), including but not limited to, identifying and negotiating space and catering contracts with hotels and external agencies at local, regional and national conferences, general oversight of logistics for project delivery (e.g. coordinate and staff planning committees, databases, mailings production, timelines, RSVPs, registration, parking, etc.)

The AC collaborates with administrative staff, faculty, researchers, and etc. within and outside of the organization to ensure the timely scheduling of meetings and transfer of information and serves as an ambassador for DICP. This includes managing conflicting needs; handling matters expeditiously and proactively, and following through on projects to successful completion, often with deadline pressures.

The AC is expected to apply creativity and initiative in recommending solutions to administrative challenges in an entrepreneurial environment that is mission-driven, results-driven, and team-oriented. The incumbent will have a demonstrated capacity to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while striving for precision and accuracy in all endeavors. The AC will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. The nature of the work in DICP is highly confidential and complex, necessitating exposure to sensitive information and contacts. The incumbent will possess considerable discretion, judgment, tact, and diplomacy.

Furthermore, the incumbent will demonstrate at all times a respect for privileged information, and a commitment to protecting the confidentiality of financial and philanthropic information; private conversations between staff, board members and donors; scientific research; all personnel details, including but not limited to performance reviews; departmental budgets; and sensitive information about or regarding DICP. The AC will also perform other related duties as assigned.School/Unit:Harvard Medical 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.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.