Undergraduate Coordinator/Chair Assistant

Harvard University • Cambridge, MA

10d • Onsite

About The Position

Reporting to the Executive Director with work delegated by the Chair of Astronomy and the Faculty member who oversees undergraduate affairs, the Undergraduate Coordinator/Chair Assistant serves as the primary administrative point of contact for all undergraduate students and supports academic and student programs for the administrative grouping. The Undergraduate Coordinator/Chair Assistant will be the direct liaison to the Registrar’s Office, Office of Undergraduate Studies, Advising Office, and House Deans to help resolve student issues. They may also address, plan and apply for funds to help support events in the Department. Additionally, this position also works to support the Chair to offer administrative support for all faculty-related matters.

Requirements

• Three or more years of related experience in an office environment; education beyond high school may count towards experience.
• Administrative experience in a customer service or operations-oriented office preferred.
• Ability to prioritize work in an environment with multiple conflicting interests
• Ability to work independently with minimal supervision and handle complex and confidential information with discretion
• Proven ability to work independently and collaboratively as part of a team.
• Must have excellent communication and interpersonal skills and have the ability to resolve with sensitivity and accuracy, a wide range of issues from inquiring students, faculty, and other entities.
• Excellent organizational and interpersonal skills, and ability to prioritize work and delivery timely task completion with competing deadlines and frequent interruptions in an active office.
• Must have the ability to work in fast past paced environment with minimal supervision.
• Excellent computer skills as well as willingness to learn new applications.
• High degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, Adobe products, and Google Suite.

Responsibilities

• Serves as the primary administrative point of contact for students in a department or administrative grouping.
• Advise students and faculty on academic requirements, policies, fellowship deadlines and degree applications and timelines.
• Report significant academic changes to the Chair, DUS, Executive Director and the Registrar’s Office.
• Provide period reports to the Executive Director and other FAS administrative offices
• Independently and proactively develops working relationships with internal and external constituents to facilitate administrative grouping business and problem solving (Financial Office, Registrar’s Office, OUE, etc.)
• Work closely with the Directors of Undergraduate Studies, oversees/develops student programs and monitors student progress toward degree requirements
• Prepare reports as requested by Registrar Office and funding proposals relating to professional development.
• Collaborate with faculty and staff on student engagement efforts (University fairs, welcome dinners for students, etc.)
• Provide general administrative support to the Chair
• Tracks and maintains departmental faculty records
• Supports departmental committees
• Provides day-to-day support to the department such as ordering supplies, submitting expenses, sorting mail, and providing front-desk assistance to visitors
• Perform general office duties including photocopying, scanning, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events.
• 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).
• Coordinates and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
• Proofread and edit documents, including student recommendation letters on behalf of the Chair
• Use Concur and B2P (Buy-to-Pay) financial platforms to process payments, invoices, reimbursements, and corporate card statements.
• Support faculty teaching by scheduling courses, and posting course materials, announcements, and student assignments/office hours via Canvas, the course management platform. Arrange course packets and obtain copyright for course materials, and arrange AV, catering, and other set-up needs. May support online learning with remote learning tools such as Zoom and video editing software.
• Coordinates and supports a variety of department-wide events and/or meetings, working with central services as needed.
• Serve as the lead administrator for grouping-level projects or programs.
• Assist with coordinating departmental conferences and lectures, including arranging media, catering, guest outreach, materials, accommodation, and travel.

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