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Coordinator II (Administrative Coordinator)

Company: Harvard University
Location: Cambridge
Posted on: May 27, 2023

Job Description:

61315BRAuto req ID:61315BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Boston Business Title:Coordinator II (Administrative Coordinator)Sub-Unit:------------ Salary Grade ( :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
+ 5+ years relevant work experience is required; a combination of work experience and education may be considered
Additional Qualifications and Skills: The following job-specific skills and competencies are preferred:
+ Bachelors Degree
+ Experience working in academia or supporting senior or c-suite level executives
+ Fluency with standard business and collaboration software (e.g., MSOffice Suite, Adobe, Zoom, Slack, Teams, etc.)
+ Experience with data/financial management software (e.g., Excel, Concur, Buy2Pay)
+ Proven organizational and task management skills in a high-volume, fast-paced environment
+ Aptitude to quickly learn complex software systems
+ High level of sound, independent judgment, professionalism, and attention to detail
+ Excellent interpersonal and communication skills, written and verbal
+ Responsibly handles confidential information with discretion, in accordance with appropriate digital security measures
The following cultural competencies are also preferred:
+ Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
+ Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
+ Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity
Additional Information: Harvard University offers an outstanding benefits package including:
+ Time Off : 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
+ Medical/Dental/Vision : Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date.
+ Retirement : University-funded retirement plan with full vesting after 3 years of service.
+ Tuition Assistance & Reimbursement Programs : $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
+ Transportation : 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
+ Wellness & Professional Development : Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities throughout metro Boston.
Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!
+ The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
+ Harvard University requires pre-employment reference checks and background screenings.
+ This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage ( . Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the Universitys COVID-19 Information Website ( .
PLEASE NOTE: Overtime may be required during specific high-volume period or peak points in the academic year
Department:Dean's OfficePre-Employment Screening:Identity Job Function:General Administration Position Description: Duties and responsibilities include but are not limited to:
Front Office
+ Act as the primary point of contact for the office, providing smooth day-to-day flow of front office operations and reception coverage (includes maintaining a tidy and welcoming space, answering phones, handling mail and deliveries, etc.)
+ Responsible for end-to-end hospitality oversight for visitors (this may range from expected public figures to unscheduled drop-ins) to the DO including beverage service, catering, parking passes, security passes, space reservations, etc.
+ Oversees, tracks, and organizes all inventory and supply orders for office
+ Maintain electronic filing systems for general administrative records and materials
+ Serve as one of two IT point persons for supporting the office and liaising with the IT department, as needed, for more technical support
+ Conducts financial processing including payment processing for corporate cards, purchasing cards, invoices for DO; conducts corporate card processing for staff associated with Deans initiatives
+ Reviews accounts and financial reports for accuracy, reasonableness, and compliance and flags areas of concern
+ Organizes and maintains sound financial documentation and recordkeeping systems
+ Manages day-to-day service vendor relationships, office subscriptions, deans memberships, etc.; makes recommendations for cost reduction opportunities
+ Stays current on University policies and guidance on financial processing to ensure compliance and best practices; attends monthly accounts payable meetings, etc.
Executive Administrative and Other Support Duties
+ Provide thoughtful, strategic scheduling assistance to staff and faculty affiliated with the Deans initiatives; provides backup scheduling support to Deans Senior Executive Assistant (Senior EA), as needed
+ Manages and drafts correspondence in the DO email account adhering to internal guidance and best practices; provides backup support to Senior EA for Deans correspondence needs
+ Manages and tracks gifts and postal correspondence to and from the Dean
+ Coordinates travel arrangements for staff affiliated with Deans initiatives; provides backup support to Senior EA for Deans travel needs
+ Provides backup coverage for other administrative staff in the DO during leaves of absence (e.g., vacation coverage)
+ Other ad hoc administrative support as needed and duties as assigned
PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered.
PLEASE NOTE: Overtime may be required during specific high-volume period or peak points in the academic year. This is an overtime and benefits eligible position with a 40 hour work week. This position is primarily on-campus with the opportunity for occasional remote work, and this position will be based in Boston, MA. Additional details will be discussed during the interview process.
School/Unit:Harvard T.H. Chan School of Public Health 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: PLEASE NOTE: This position is primarily on-campus with the opportunity for occasional remote work, and this position will be based in Boston, MA. Additional details will be discussed during the interview process.
Job Summary: The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the publics health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. To accomplish these bold goals, the Deans Office (DO) works to support, strengthen, and champion the efforts of the Schools faculty, students, and staff.
This is a unique and rare opportunity to work with and provide support to exceptional thought leaders working to improve the lives and health of people everywhere.
Reporting to the Director of Administration, the successful candidate will be a collaborative, self-directed individual willing to perform a wide range of front office, financial, and executive administrative duties in a fast-paced, high-profile environment. This position is part of the administrative team in the Deans Office, who collectively support each other, cross-fill for each other during absences, and actively work toward cultivating a culture of inclusion and belonging.
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 Harvards 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.
Work Format:On-Site

Keywords: Harvard University, Cambridge , Coordinator II (Administrative Coordinator), Administration, Clerical , Cambridge, Massachusetts

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