Senior Administrative Coordinator

Harvard University • Boston, MA

4h • Hybrid

About The Position

The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public’s 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. In pursuit of these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff.

Requirements

• Bachelor's Degree or equivalent experience is required
• 5+ years of experience working with and supporting senior/executive level leaders or related experience with demonstrated progressive office administration skills; education beyond high school may count toward experience.
• Proficiency with Microsoft Office suite (Word, Excel, SharePoint, OneDrive, and Outlook)
• Demonstrated experience handling complex scheduling and executing multiple tasks while meeting deadlines
• Experience handling confidential and sensitive information in a professional manner with discretion and sound judgement
• Attention to detail and ability to anticipate office needs and potential conflicts
• Strong written and verbal communication skills and a demonstrated ability to build strong professional relationships and develop trust with a high level of tact
• Demonstrated experience working independently and collaboratively in a fast-paced environment
• Excellent organizational skills with experience in prioritizing conflicting and changing demands
• Resourcefulness and willingness to take initiative

Responsibilities

• Coordinates closely with the dean’s office team to ensure all pertinent staff remain informed of evolving priorities from the Dean and the Chief of Staff
• Train the Senior Executive Assistant to the Dean and provide backup and guidance as needed
• In the absence of, or at the request of, the Deputy Chief of Staff, provides executive-level staffing for the Dean’s leadership meetings
• Facilitates timely communication of updates; tracks action items requiring follow-up
• Coordinates various administrative activities at the direction of the Deputy COS including supporting recruitments, coordinating onboarding training, contributing to job postings, IT setup
• Strategic calendar management: Plans and prioritizes meetings based on competing demands, including cross-checking with the Dean’s calendar, and independently identifies attendees based COS priorities.
• Prepares briefings materials for COS meetings, including drafting of talking points, checklists, meeting preparation. Independently conducts research to produce comprehensive materials for weekly meetings with the Dean, and regular meetings with the Dean for Academic Affairs, Executive Dean, and members of the Senior Leadership Team.
• Manage and track COS complex project list based on understanding of COS priorities. Reconciles list with calendar to position COS to deliver in a timely manner. Understands what is on the horizon for deliverables and adjusts projects list, calendar and briefings accordingly
• Independently develops effective project management plan/tools and administrative systems to handle high volume of ongoing deliverables i.e. developing system for tracking annual deliverables
• Independently drafts correspondence and communications that are often confidential in nature on behalf of COS. Flagging follow-up items and providing suggested replies for COS to approve and send with minimal effort. Gathers the appropriate information and background required for drafting
• Coordinates internal office events and meetings, by gathering input from various stakeholders in order to produce a successful event/productive meeting
• Works independently to prepare agenda, identify venue, prepare budget, liaise w operations and food services, as needed
• Understands office and university protocols to handle routine situations and use judgment to deviate from established procedures to handle non-routine and complex situations (i.e. media inquiries).
• Identifies opportunities to develop, improve, and systematize administrative processes, creating efficient and sustainable support structures across the office.
• Maintains organized, confidential filing system for correspondence, records and administrative materials.
• Special projects based on evolving needs as assigned by COS and Deputy COS
• Performs 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: Full-time
• Career Level: Senior