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Administrative Coordinator

companyHarvard FAS
locationUnited States
PublishedPublished: 12/8/2023
Full Time

06-Dec-2023

Administrative Coordinator

University Administration

64435BR

Job Summary

Under the supervision of the Office for Gender Equity (OGE) SHARE Associate Director and Senior Clinical Services Coordinator with a dotted line to the OGE Associate Director for Administrative Operations, the Administrative Coordinator provides a wide range of administrative support to the Sexual Harassment/Assault Resources & Education (SHARE) Team to ensure smooth daily operations of the confidential clinical space.
 

Position Description

Duties and responsibilities include:

  • Staff the front desk to serve as first point of contact within the office; direct visitors to staff members with discretion, and maintain 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.
  • Triage streams of ad hoc, often time-sensitive requests from multiple sources.
  • Support administrative functions including, but not limited to, the following: process invoice 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.
  • 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 compile presentation materials.
  • 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 regulations.
  • 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 rest of the OGE.
  • Track and manage data, create customized reports, and analyze data related to the SHARE team efforts and initiatives. May require learning programming language specific to the software application.
  • Develop and deliver group and individualized training and support on database platform to SHARE team members.  Serve as first point of contact to SHARE staff regarding software support. Assist with data entry, as needed.
  • Compile information, including data visualization, infographics, and other materials, for presentations and training regarding data software.
  • 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.
  • Assist with conducting research on best practices related to violence prevention and response efforts.
  • Provide general upkeep of office appearance, place work orders with maintenance and janitorial services. Other administrative duties as assigned.
  • Complete 35-hour Sexual Assault Counselor training.
  • Periodic before/after hour event staffing may be required.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

A minimum of three years of related work experience. Education beyond high school may count toward years of experience.

Additional Qualifications and Skills

  • BA or equivalent of relevant experience preferred.
  • 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.
  • Fluency in Spanish and/or languages other than English.
  • Excellent editorial and proofing skills.
  • Excellent organizational and interpersonal skills and can effectively handle competing priorities.
  • Must be comfortable interacting with people from all types of backgrounds and experiences.

Additional Information

Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).   

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Office of the President and Provost

Salary Grade

054

Department

OGE

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

LinkedIn Recruiter Tag (for internal use only)

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