Part-Time Administrative Coordinator, HBS Online

Harvard University • Boston, MA

6d • $37 - $40 • Hybrid

About The Position

The Administrative Coordinator will manage a variety of activities essential to the smooth workings of our office including managing space needs, work tickets, coordinating administrative projects, maintaining onboarding program, continually improving processes and supporting documentation, and planning meetings and activities. This position will be approachable and proactive in the face of routine and non-routine requests. The Coordinator will work directly with diverse stakeholders including facilities and operations staff, IT, hiring managers, new hires, and vendors.

Requirements

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.
• Attention to detail and strong customer service orientation
• Strong written and verbal communication skills
• Comfort in learning new technologies and systems; interest in business systems
• Ability to manage multiple work streams
• Strong judgment and discretion are critical, with an ability to recognize when issues need to be escalated

Nice To Haves

• Familiarity with Outlook productivity tools and project management software preferred
• BA/BS preferred
• Pitches in where needed - “no job is too big or small”

Responsibilities

• Complete regular walk-throughs of the office space to ensure that facilities comfortably support our work (AV equipment is functioning, heating and cooling are set appropriately, entrances and egress are free of obstacles, etc.)
• Serve as point person for questions around office space and technology; develop and/or improve processes to support the team in a shared, hybrid environment, escalate needs as appropriate
• Coordinate space needs, communications, signage, supply orders, etc. with other teams using shared office space
• Maintain critical office information such as staff lists, calendars, and operational requirements
• Coordinate technology orders, ensuring systems arrive on time and are security-compliant
• Monitor budgets, orders, and prepare estimates as needed
• Manage shared team email inbox, triaging inquiries and ensuring a timely response
• Assemble and update a variety of documents and communications, including: weekly team newsletter, organizational charts, signage, etc.
• Facilitate scheduling of team and All-Staff meetings, preparing agenda and taking minutes when required
• Plan events, managing (as applicable) location, catering, transportation and AV logistics
• Schedule meetings and communicate with high-level internal and external audiences
• Oversee onboarding process of new employees/contractors including access to all systems, ordering of required technical systems, and any related set-up; ensure orders and tickets are entered timely and in accordance with needs of the position
• Manage Harvard Sponsored Role (HSR) processes and compliance for HBS Online, working closely with higher volume teams to plan for needs and determine the right level of access to systems
• In collaboration with hiring managers, develop orientation plans that provide clear steps for new hires to take (orientations, sequencing, required trainings, etc.) and reflect a thoughtful plan for the new hire’s first week(s)
• Serve as a point of contact for new employees and connect new employees to appropriate University and School resources to reinforce a self-service culture
• Serve as an HBS Online time and absence resource and backup approver (Peoplesoft)
• Track access to systems and proactively monitor contractor/temporary support term extensions in collaboration with managers and HBS Online Business Operations
• Help create essential security processes in conjunction with the Business Operations, Program Services and Technology teams
• Enforce security processes; monitor related systems and procedures
• Exercise sound judgment in appropriate management and escalation of requests outside of standard process
• In collaboration with the DevOps Team, conduct regular monthly audits of system access and work to oversee and update processes
• Lead assigned projects, working cross-functionally to outline goals, timelines, dependencies, appropriate “size” of effort, and record decisions and outcomes
• Continuously improve processes and documentation
• Cross-reference existing systems to understand, quantify, and estimate project needs
• Prepare presentations, FAQs, flowcharts, and how-to guides to support implementation and serve as point person for project-related questions
• Facilitate meetings including prioritization of agenda items and tracking action items
• Develop and organize approaches and responses to non-routine requests including surveying and other data-gathering methods
• Project manage internal communications, ensuring messaging is supportive of organizational goals and thinking ahead to calendaring needs and conflicts to keep projects on track
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
• This role is responsible for other 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: Part-time
• Career Level: Entry Level
• Education Level: High school or GED