Administrative Coordinator III (History of Science)

Harvard University • Cambridge, MA

2d • Hybrid

About The Position

The Administrative Coordinator (AC) provides general administrative and operational support to the academic unit, and may assist or lead departmental projects and initiatives under the guidance of the Director or Executive Director. The AC also provides administrative and project support to the Chair. Strong in-person presence required.
The Administrative Coordinator supports the Department Chair and DA/ED in implementing the strategic priorities of the department. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs or conferences. Under the guidance of the DA/ED, may independently lead projects and programs for the grouping.

Requirements

• Minimum five years of administrative or customer support experience.
• Strong organizational and time management skills.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Professional written and verbal communication skills.
• Discretion and sound judgment.
• Ability to work independently and escalate issues appropriately.
• Stakeholder coordination.
• Will require completion of internal financial, procurement, or research compliance training.

Nice To Haves

• Familiarity with higher education, research administration, or academic operations preferred.
• Event and meeting coordination experience.

Responsibilities

• Provide general administrative support to the grouping and faculty in the grouping.
• Track and maintain departmental records.
• Coordinate faculty leave request process on an annual basis.
• Support departmental committees.
• Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.
• May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable.
• As needed, provide day-to-day support to the department such as ordering supplies, submitting expenses, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• May serve as a departmental liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, calendars, contact information, and other materials needed to support timely and accurate communications.
• May perform other related duties as assigned, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage if applicable.
• May coordinate and support a variety of department-wide events and/or meetings, working with central services if applicable.
• Under the general guidance of the DA/ED, serve as the lead administrator for grouping-level projects or programs.
• Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics.
• Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents).
• May coordinates and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed