Administrative Coordinator

12-Feb-2024

University Administration

64900BR

Job Summary

Harvard Allston Land Company (HALC) is a subsidiary of the University and will oversee the planning and development for the University’s Enterprise Research Campus (ERC) in Allston.  The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units and a hotel and conference center.

The Administrative Coordinator reports to the Director of Finance and Operations for HALC.  As a member of the HALC team the Administrative Coordinator provides a wide range of complex administrative support duties for HALC. Serves as the principal administrative contact for internal and external constituencies and provides a high level of customer service in all aspects of work. The Administrative Coordinator serves as principal coordinator for a variety of activities/processes associated with HALC’s provision of service and/or activities. Provides, organizes, manages, and implements administrative and logistics support to HALC; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services. 

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.

Position Description

The Administrative Coordinator will be responsible for, but not limited to the following activities:

• Provides general administrative support to HALC
• Assist in day-to-day HUIT services for the HALC team; computers, phones (desktop & mobile), printers, AV, and peripheral tech, etc.
• Assists in the coordination of HALC staff meetings, department-wide events, internal office relocations, catering, and media needs as necessary.
• Schedule meetings and coordinate meeting logistics, prepare agendas, as well as draft and edit emails, meeting notes, announcements, memoranda, and other general correspondence.
• Arrange travel for staff and invited guests using Harvard preferred travel agencies.
• Responsible for stocking the office supplies and kitchenettes for HALC location, submits service requests and manages vendor response.
• May assist with website updates and changes.
• Develop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.
• Services as departmental coordinator a resource for key business systems: Buy2Pay, Concur, etc.
• Other administrative and programmatic duties as assigned.

Specific responsibilities include:
Scheduling

: Schedule meetings for director-level staff as required. Schedule conference rooms or other locations; working closely with hosting facilities. Prepare budgets for catering or expenses associated with meetings. Secure parking for guests. Ensure AV equipment is functioning properly before each meeting if in a conference room. Provide necessary props if needed.

Events

: Plans departmental events (team, tours, instructional lunch meetings, catering, celebratory events, itineraries, department retreats, holiday party, and other project events. Prepare expense business purposes for all catering / event-related department card transactions.

Travel:

Arrange meetings and travel for staff, invited guests, including for conferences, field work travel, and other.

Facilities

: Ensuring kitchen is well-stocked and clean; Submits departmental requests for swipe access; Maintains departmental directory (visual and digital). Requests for work orders and keys.

Departmental Administrative Support:

Serve as department receptionist, information resource, and provide general administrative assistance for staff and visitors. Handle department incoming and outgoing mail daily. Manages complex calendars and administrative support for faculty HALC staff, schedules and creates meeting requests. Serve as the main point of contact for departmental IT needs such as copiers/scanners, projectors, etc. Makes departmental purchases as applicable. Manage department file share permissions and customized access.

Basic Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Minimum of 3 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience
• Demonstrated proficiency with MS Office applications

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• The Administrative Coordinator should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment
• Demonstrated ability to learn new technologies. Experience with social media and managing web presence is a plus.
• Attention to detail, ability to multi-task, analytical and problem-solving skills
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
• Demonstrated ability to work independently and collaboratively
• Demonstrated initiative and resourcefulness
• Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
• Accountability and sound judgement

Working Conditions

This position will be based in Allston, MA.  The position requires 5 days per week on campus.

Additional Information

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. 

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA – MA – Allston

Job Code

403134 Coordinator I

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

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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