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Administrative Coordinator for Academic Operations
Harvard University in Cambridge, Massachusetts
Date Posted 02/09/2022
Admin-Academic Advising
Employment Type
Application Deadline Open until filled

Harvard John A. Paulson School of Engineering and Applied Sciences

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 Area Director. The position’s primary responsibilities include providing administrative support for the Area 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 ¿nancial transactions for Areas.

Job-Specific Responsibilities

Postdoctoral Search Postings:

Facilitates the area postdoctoral searches by reviewing all postdoctoral search advertisements for the area to con¿rm 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 ¿rst point of contact for faculty coordinators for questions about an open search once a posting is live.

Faculty Searches, Reviews, and Promotions:

The AC provides administrative support and coordination for faculty searches and reviews. For searches, they work with the Area 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 o¿er 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 ¿nal dossier required for ¿nal University approval in hires and promotions. For a¿liates 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 Area 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 o¿ce 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 ¿nances, 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 and sta¿ meetings. Processes invoice payments for area related expenses. Supports area projects and initiatives, as directed by the Area Chairs or Area Administrative Director.

Community-Building Activities:

Takes full responsibility for planning, organizing, and facilitating community-building activities for students and area sta¿. 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, bi-monthly faculty admin socials, the faculty admin retreat, and holiday lunches. 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

Experience managing faculty searches and reviews strongly preferred. Excellent organizational skills with particular ability to prioritize work in an environment with multiple and con¿icting 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 con¿dential information with discretion. Competency using a variety of computer software. Some positions may require advanced knowledge of word processing, spreadsheets, and/or databases; may be tested on appropriate computer skills as required.

Additional Information

  • The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . 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: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 
  • Applicants should submit a resume and cover letter to be considered for this position (application language if relevant).
  • The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
  • This position will be based on our campus in Cambridge, MA. Due to the COVID-19 pandemic, it is possible that you will begin your work remotely or with a hybrid model. All remote work must be performed in a state in which Harvard is authorized to do business (CT, MA, MD, ME, NH, NY, RI, and VT). The remote nature of this job is only temporary. In-person campus work will be required as a condition of continued employment once the University and your supervisor determine that it is appropriate. The department is currently developing hybrid workplace models which will actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Individual flexible and remote work options for this role can be discussed during the interview process.

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.

Job Function

General Administration


USA - MA - Cambridge

Job Code

403040 Coordinator II


SEAS Faculty and Lab Administration


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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