Job Information
Harvard University Coordinator I in Cambridge, Massachusetts
66438BRAuto req ID:66438BRJob Code:403134 Coordinator I Department Office Location:USA - MA - Cambridge Business Title:CoordinatorSub-Unit:Sciences Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
Three or more years of administrative experience in an academic, or research environment or laboratory or other complex office environment. A combination of education and experience may be considered.
Additional Qualifications and Skills:
Administrative experience in a customer service or operations-oriented office desirable.
Self-starter with experience in taking ownership of various projects and tasks.
Proven ability to work independently and collaboratively as part of a team.
Event and meeting coordination experience.
Must always be able to maintain a friendly and welcoming reception area.
Must have excellent communication and interpersonal skills and can resolve with sensitivity and accuracy, a wide range of issues from inquiring students, parents, and other entities.
Ability to research and resolve issues quickly and utilize problem-solving skills on a consistent basis.
Ability to prioritize work and handle complex and confidential information and materials.
Excellent organizational and interpersonal skills, and ability to prioritize work and delivery timely task completion with competing deadlines and frequent interruptions in an active office.
Commitment and interest in serving in a key support role is critical.
Must be flexible and can work in fast past paced environment with minimal supervision.
Excellent computer skills as well as willingness to learn new applications. High degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, Adobe products, and Google Suite.
Department:Earth and Planetary SciencesPre-Employment Screening:Identity Schedule:35 hours per weekJob Function:General Administration Position Description:
The Administrative Coordinator will be responsible for providing front-line administrative support, senior leadership administrative support, managing the department’s website, assisting with newsletters, backing up peer administrators, and performing other administrative duties across the department’s administrative, finance, and academic areas.
General Administration
Serves as the EPS front office point person, managing general department information inquiries and incoming calls, covering the EPS front office, and establishing and managing office systems, workflows, and procedures. Greet walk-in traffic and serves as an information source for students, faculty, researchers, staff, and other visitors.
Disseminates accurate and timely information on a myriad of inquiries, staying up to date with Departmental and University policies, processes, and messaging.
Partners with Finance Associates in administering ad hoc employee and non-employee reimbursements.
Manage departmental purchases and process invoices, corporate card payments, individual reimbursements, and investigate any accounting discrepancies.
Provide administrative support to the department’s Chair, Executive Director, Associate Director, and student leaders.
Provides back-up administrative support for peer administrator pool which includes supporting a variety of department-wide events and/or meetings, including annual holiday party, department welcome/welcome back events, weekly colloquia, and faculty lunches. Additional backup responsibilities include maintaining departmental common areas, ordering/maintaining office supplies and beverage inventory, managing key card access and key distribution.
Website Management
Maintains and updates department website content and other relevant platforms for internal and external content.
Assist with other media/communications including Slack, virtual Harvard and EPS social media.
Serves as subject matter expert in Harvard website standards and various content management platforms.
Liaises with HUIT to maintain inventory listing of all websites under the department domain; coordinates communication with all users to ensure compliance standards and expectations are maintained; works with all users who need support to follow compliance requirements.
Newsletter
Assist with the design, editing, and distribution of EPS newsletters.
Other duties as required.
School/Unit:Faculty of Arts and Sciences 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.Working Conditions:
This is a hybrid position with an office located on campus in Cambridge, MA. This position requires you to work in person on campus five days per week during the 90-day orientation and review period and after at least three days per week. The specific days and schedule will be determined between the employee and their manager.
Job Summary:
The Department of Earth and Planetary Sciences is looking for an Administrative Coordinator. This person will be the first point of contact for visitors, students, faculty, and staff. The role involves providing general administrative support to the leadership team, responding to phone, email, and walk-in inquiries, and directing them to the appropriate staff. The position also encompasses various responsibilities in the department's administrative, finance, and academic areas.
The key qualities we are seeking in a candidate are a strong focus on customer service, the ability to work both independently and as part of a team, excellent organizational skills, attention to detail, efficient and professional communication (both written and verbal), initiative, and a willingness to continuously develop new skills. Other essential attributes include good judgment, confidentiality, adaptability, ability to work with multiple supervisors, manage competing priorities, meet deadlines, and follow through on projects.
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:Hybrid (partially on-site, partially remote) Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.