Administrative Coordinator

Harvard University • Cambridge, MA

17d • Hybrid

About The Position

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Requirements

• A minimum of three years of related work experience. Education beyond high school may count toward years of experience.
• Experience working in a mental health, medical, or similar professional environment, handling sensitive information and requiring high standards for maintaining confidentiality and careful attention to detail.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Suite; capacity to quickly become proficient in other software and technology used by the offices.
• Excellent editorial and proofing skills.
• Excellent organizational and interpersonal skills; can effectively handle competing priorities.
• Must be comfortable interacting with people from all types of backgrounds and experiences.

Nice To Haves

• BA or equivalent of relevant experience preferred.
• Fluency in Spanish and/or languages other than English preferred.

Responsibilities

• Staff the front desk to serve as first point of contact within the office; direct visitors to staff members with discretion, maintaining sensitivity to confidentiality; answer, screen, and refer incoming calls on the main phone lines to the accurate resource, as needed; monitor the main email accounts and relay correspondence, as directed.
• Support administrative functions including, but not limited to, the following: process invoices and reimbursements, maintain internal record systems, troubleshoot technical issues and coordinate with IT services, communicate with internal and external vendors, coordinate events, maintain supply inventories, arrange catering services, and facilitate printing requests.
• Provide general upkeep of office appearance, place work orders with maintenance and janitorial services.
• Acquire and maintain a working knowledge of the University’s policies and procedures regarding sexual harassment and other sexual misconduct and internal administrative procedures, as well as related, corresponding community-based services and procedures.
• Update outward-facing content, including on web-based platforms, as needed.
• Book travel and develop travel itineraries for staff.
• Assist with event planning (e.g., Sexual Assault Awareness Month); oversee logistics for large-scale meetings, community forums, workshops, and groups, such as reserving conference rooms, liaising with media and/or IT services, and compiling presentation materials.
• Act as the primary scheduling support for the SHARE Associate Director, which entails managing complex scheduling, negotiating challenging calendars, and handling varying degrees of pressure to meet objectives, as well as assist with Outlook and Zoom scheduling for the SHARE Team staff, as needed.
• Assist with construction and maintenance of an electronic records system in compliance with University, state, federal, and professional standards.
• Develop and deliver group and individualized training and support on database platforms to SHARE Team. Serve as first point of contact to the SHARE Team regarding software support. Assist with data entry, as needed.
• Assist the SHARE Associate Director in developing and refining business processes and internal guidance documents as office initiatives and operations expand; ensure SHARE business processes and internal guidance are in alignment with the other teams within the Office for Community Support Non-Discrimination, Rights and Responsibilities.
• Track and manage data, create customized reports, and analyze data related to the SHARE team's efforts and initiatives. May require learning programming language specific to the software application.
• Assist with conducting research on best practices related to violence prevention and response efforts.
• Other administrative duties as assigned.
• Within 6 months of hire, complete 40-hour Sexual Assault Counselor training
• Periodic before/after-hours event staffing may be required.

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: Entry Level
• Education Level: High school or GED