Administrative Coordinator

Harvard University • Allston, MA

27d • Hybrid

About The Position

The Administrative Coordinator supports Harvard Allston Land Company (HALC), a Harvard University subsidiary responsible for planning and developing the University’s Enterprise Research Campus in Allston. Reporting to the Director of Finance and Operations for HALC, this role provides complex administrative, logistical, and customer-service support and serves as a principal administrative contact for internal and external constituencies. The position regularly handles sensitive and confidential information and works with administrative and departmental staff to ensure timely, responsive office support.

The coordinator manages calendars and meetings; prepares agendas, briefing materials, correspondence, presentations, and other documents; processes reimbursements; arranges staff and guest travel; supports events and office operations; and maintains administrative systems and workflows. The role also supports HALC staff with day-to-day technology and facilities needs, manages the HALC SharePoint portal, and serves as a resource for business systems such as Buy2Pay and Concur.

This is a 12-month term position with the possibility of renewal. It is hybrid and based in Allston, Massachusetts, requiring four days per week on campus. The position has a three-month orientation and review period.

Requirements

• At least 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 Microsoft Office applications.

Nice To Haves

• Administrative generalist flexibility and ability to support different leadership styles and subject-matter areas.
• Ability to handle confidential and sensitive information professionally, with discretion and sound judgment.
• Ability to learn new technologies; experience with social media and managing a web presence is a plus.
• Attention to detail, multitasking ability, analytical skills, and problem-solving skills.
• Strong written and verbal interpersonal communication skills, with the ability to build professional relationships and trust.
• Ability to work independently and collaboratively.
• Initiative and resourcefulness.
• Excellent organizational skills and ability to prioritize multiple, conflicting, or changing demands.
• Accountability and sound judgment.

Responsibilities

• Provide general administrative support to HALC and serve as a department receptionist, information resource, and point of contact for staff and visitors.
• Manage complex calendars and schedule meetings for director-level staff and faculty HALC staff; coordinate rooms, facilities, catering budgets, guest parking, audiovisual needs, and meeting materials.
• Prepare agendas, briefing materials, meeting notes, announcements, memoranda, emails, and other correspondence; create, review, proofread, and format documents and presentations.
• Plan and coordinate staff meetings, tours, instructional lunch meetings, retreats, celebratory events, holiday parties, itineraries, and other departmental or project events.
• Arrange travel and meetings for staff and invited guests, including conference and field-work travel, using Harvard-preferred travel agencies.
• Process reimbursements, collect receipts, apply relevant policies and guidance, and prepare business purposes for catering and event-related department card transactions.
• Support day-to-day technology services for the HALC team, including computers, desktop and mobile phones, printers, audiovisual equipment, copiers, scanners, projectors, and related peripherals.
• Stock office supplies and kitchenettes, help maintain the kitchen, submit service requests and work orders, and manage vendor responses.
• Coordinate internal office relocations and requests for swipe access and keys; maintain the departmental directory in visual and digital formats.
• Manage the HALC SharePoint portal, department file-share permissions, and customized access; develop and maintain electronic filing systems and workflows for scheduling, task management, and other administrative needs.
• Serve as a departmental coordinator and resource for business systems such as Buy2Pay and Concur.
• Handle incoming and outgoing departmental mail daily.
• May assist with website updates and changes.
• Perform other administrative and programmatic duties as assigned.

Benefits

• Generous paid time off, including parental leave
• Medical insurance coverage starting on day one
• Dental insurance coverage starting on day one
• Vision 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: Entry Level
• Education Level: No Education Listed