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Administrative Coordinator for Academic Operations

Harvard University

Job Description


26-May-2023

Harvard John A. Paulson School of Engineering and Applied Sciences

62550BR


Job Summary

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks an enthusiastic, collaborative, self-starter to provide critical, high-level administrative support for an Administrative Director. The position’s primary responsibilities include providing administrative support for the Administrative Director to accomplish Area projects and initiatives, reviewing postdoctoral fellowship postings, coordinating faculty search and review committees, working with graduate and undergraduate student groups to plan and execute community-building activities, and processing financial transactions for Areas.


Position Description

Postdoctoral Search Postings:

Facilitates the area postdoctoral searches by reviewing all postdoctoral search advertisements for the Area to confirm they are following posting guidelines. Provides guidance to faculty coordinators about advertisements when questions or concerns arise and provides edits to the advertisements when needed. Approves and posts all Area advertisements. Serves as the first point of contact for faculty coordinators for questions about an open search once a posting is live.

Faculty Searches, Reviews, and Promotions:

The Administrative Coordinator (AC) provides administrative support and coordination for faculty searches and reviews.  For searches, they work with the Administrative Director to post job ads, manage candidate pool in ARIeS, organize candidate visits (makes travel arrangements, creates a visit schedule, advertises the seminars, and processes the reimbursements), organize and schedule recruitment visits for candidates who receive an offer coordinating with senior level administrators across Harvard (makes travel arrangements, creates a visit schedule, and processes the reimbursements), and other tasks as needed. For searches and reviews, they coordinate and schedule committee meetings, prepare materials and assist with agenda preparation, and manage documents in SharePoint. For searches, they respond to inquiries from candidates and reference providers and disposition candidates in ARieS. For senior searches and for some reviews and promotions, the AC sends out the solicitations for external letters and maintains accurate tracking of the letters received, follows up with letter writers as necessary, and posts responses on SharePoint. For reviews and searches, they schedule and coordinate area voting meetings and compile the final dossier required for final University approval in hires and promotions. For affiliates of SEAS, they facilitate the appointment process by coordinating communication with SEAS and the individual’s home unit to process and prepare appointment and reappointment letters.

Area Support:

The AC provides administrative support for the Administrative Director as needed, including but not limited to: updates Area websites, updates graduate student, postdoctoral, and faculty voting listservs, collect information for space inventory sheets and updates office assignments using University web-based tool, coordinates weekly seminars including room reservations, event communication, catering, scheduling visits, travel arrangements and reimbursements. Provides monthly updates on Area finances, including running and reviewing detailed listings to ensure expenses are appropriate and on the correct account. Handles room reservations, catering and reminders for weekly faculty meetings. Processes invoice payments for Area related expenses. Supports Area projects and initiatives, as directed by the Area Chairs or Administrative Director.

Community-Building Activities:

Takes full responsibility for planning, organizing, and facilitating community-building activities for students. This includes room reservations, catering, event communication, tracking responses, ordering giveaways, creating the event schedule, and processing payment. Events include, but are not limited to, monthly Area student socials and end-of-year events. May coordinate weekly/monthly area newsletters to keep the community up-to-date on events, job opportunities, and other relevant information.


Basic Qualifications

Five or more years of related experience. Education beyond high school may count toward experience.


Additional Qualifications and Skills

  • College degree strongly preferred, or an equivalent of education plus relevant business experience. 
  • Experience managing faculty searches and reviews strongly preferred.
  • Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
  • Proven project and/or program management skills.
  • Excellent interpersonal and communication skills.
  • Ability to work independently with minimal supervision.
  • Ability to handle complex and confidential information with discretion.
  • Competency using a variety of computer software.

Additional Information

  • Applicants should submit a resume and cover letter.
  • The Harvard John A. Paulson School of Engineering and Applied Sciences does not sponsor visa sponsorship for administrative and staff positions.
  • This position is based on our Cambridge, MA campus and requires and on-campus presence. A hybrid/flexible work schedule may be explored with the hiring manager during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA and VT).
  • The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

About SEAS

The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu .

SEAS Commitment to Diversity

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.


Benefits

We invite you to visit Harvard’s Total Rewards website 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.

Job Function

General Administration


Department Office Location

USA - MA - Cambridge


Job Code

403040 Coordinator II


Work Format

Hybrid (partially on-site, partially remote)


Department

Area Administration


Union

55 - Hvd Union Cler & Tech Workers


Pre-Employment Screening

Education, Identity


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.


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.


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