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Harvard University Coordinator II in Cambridge, Massachusetts

50323BRAuto req ID:50323BRJob Code:403040 Coordinator II Location:USA - MA - Cambridge Business Title:Executive AssistantSub-Unit:------------ Salary Grade:055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

A minimum of 5 years professional experience supporting a senior executive

Additional Qualifications:

  • Bachelor’s degree preferred

  • Advanced experience with Microsoft Office products, including excel, word, outlook and PowerPoint

  • Ability to work occasional evening and weekend hours for HDS event-related work.

  • Experience working independently with minimal supervision

  • Ability to maintain confidential information and use discretion when responding to requests

  • Experience managing financial information, including monitoring budgets and preparing reports

  • Experience maintaining strong collaborative relationships

  • Excellent written and oral communication skills with demonstrated experience in editing/proofreading

  • Experience in an academic institution

  • Experience practicing diplomacy and sound judgment

Additional Information:IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School.

We regret that the Harvard Divinity School does not provide Visa sponsorship.

Drawing on its historical strength in Christian studies and its significant resources in global religious studies, Harvard Divinity School educates scholars, teachers, ministers, and other professionals for leadership and service both nationally and internationally. To help in building a world in which people can live and work together across religious and cultural divides, we strive to be a primary resource in religious and theological studies for the academy, for religious communities, and in the public sphere.Department:Office of the DeanPre-Employment Screening:Education, IdentitySchedule:Monday - Friday / 35 hoursJob Function:General Administration Job-Specific Responsibilities:Reporting directly to the dean and the administrative dean of Harvard Divinity School, the executive assistant will provide complex, administrative support to the dean and administrative dean. Using the highest degree of confidentiality and judgment, strong communication and client service skills this individual will be responsible for the smooth and efficient management of the day-to-day affairs of the office. This individual, using discretion and professionalism, is responsible for varied, detailed-oriented, confidential tasks. The executive assistant serves as dean’s liaison to visitors and all constituencies, including administration, faculty and students, resolving problems as necessary and informing the dean of ongoing issues. The successful candidate will require exceptional communication and interpersonal skills, including cultural sensitivity, to be able to provide information and service to a broad spectrum of internal and external contacts. Occasional weekend and evening event-related work required.

Essential Duties and Responsibilities: (other duties may be assigned)

  • Acts as the primary point of contact for both internal and external constituencies. Serves as the dean’s liaison to visitors and all constituencies including administration, faculty and students, resolving problems as necessary and informing the dean of ongoing issues and follows up on projects as assigned. Makes determinations on personal access to the dean as well as what correspondence is brought to the dean for personal attention and what can be managed by others at the School.

  • Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the dean, including those of a sensitive and/or confidential nature, handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

  • Works collaboratively with other offices at the university to ensure the dean has all relevant material and briefings needed, in advance, for meetings, and gathers information from appropriate sources. May develop prep materials as needed and handle broad dissemination of information. In consultation with the dean, establishes and disseminates agendas for meetings; tracks action items to ensure follow-up and resolution of issues. Attends and captures the content of meetings attended by the deans as requested; prioritizes and directs work flow to others, as appropriate.

  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the dean’s ability to effectively lead HDS.

  • Triages the dean’s emails and calls.

  • Oversees the management and planning of complex calendars, manages all appointments, schedules meetings, arranges for travel and creates and maintains itineraries for the dean and administrative dean.

  • Develops, drafts and reviews a variety of often complex and confidential correspondence on behalf of the dean and administrative dean; and responds to requests for information from internal and external sources, tracks all incoming and outgoing correspondence and ensures follow-up and problem resolution.

  • Manages financial transactions, monitors, and prepares financial reports and budgets.

  • Organizes, coordinates, and facilitates all events, including school-wide special events, lectures and colloquia.

  • Assists the dean and administrative dean on special projects as required.

  • Develops, implements, and administers office systems and procedures. Serves as office manager, purchasing and maintaining supplies. Oversees work of students and/or temps as necessary.

  • Manages the archiving process.

  • Other duties when needed.

School/Unit:Harvard Divinity 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.