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Administrative Coordinator, Division of Research and Faculty Development

Administrative Coordinator, Division of Research and Faculty Development

locationUnited States
PublishedPublished: 12/8/2023
Full Time

06-Dec-2023

Administrative Coordinator, Division of Research and Faculty Development

Harvard Business School

64438BR

Job Summary

This is a highly collaborative role reporting to the Associate Managing Director, Division of Research and Faculty Development (DRFD). The Administrative Coordinator ensures smooth daily administrative operations of the Executive Director (ED’s) office, anticipating needs, resolving problems, and proactively leveraging the time and effectiveness of others. The Administrative Coordinator keeps people informed, represents the office in a professional manner, and develops organizational knowledge and strong working relationships around the School to facilitate the efficient and effective performance of job responsibilities. The successful candidate has a high level of attention to detail and accuracy, handles confidential and sensitive information with discretion, and is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables.

Position Description

  • Calendar Management
    • Manages the ED’s active, complex calendar. Facilitates engagement and scheduling with numerous stakeholders. Maintains and schedules one-time and recurring meetings. Prioritizes meeting requests.
    • Maintains flexible and proactive scheduling systems and processes to accommodate shifting calendars and priorities. Resolves scheduling conflicts.
    • Determines ED’s preferences and plans accordingly, keeping the ED well informed of the schedule and related changes as they occur.
  • Meeting Support
    • Supports in-person, virtual, and hybrid meetings. Handles associated logistics (room reservations, technology, catering).
    • Prepares meeting materials. Reviews meeting notes. Ensures timely follow through on action items.
    • Maintains systems to support ongoing agenda planning for recurring meetings.
    • Scans meeting notes and meeting materials as needed. Organizes electronic files.
  • Projects
    • Compiles materials and develops briefings to assist the ED with meeting preparation.
    •   Drafts talking points and correspondence. Assists with presentations.
    •  Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
    • Supports special projects and activities on a wide range of topics related to faculty and research administration, governance, and support
  • Administrative Operations
    • Anticipates the needs of the office and acts proactively, thinking creatively and strategically when problem solving.
    • Works effectively within a collaborative, cross functional team environment on a variety of assignments.
    • Provides back-up coverage to support staff in Faculty Administration and Research Administration as needed.
    • Prepares expense reports in compliance with all financial policies using University system. Manages supplies and office equipment. Reports building maintenance issues.
  • Ability to perform the essential duties of the position with or without reasonable accommodation
  •  This role is responsible for other duties as assigned

Basic Qualifications

  • High school diploma, GED, or equivalent required
  • 5 years of experience providing administrative support (including calendar management) to senior-level leaders or similar related experience is required.
  •  Education beyond high school may count toward experience
  • Microsoft Office (Word, Excel, PowerPoint, Outlook) and Zoom experience is required.

Additional Qualifications and Skills

  • Outstanding organizational, communication, and customer service skills.
  • Impeccable attention to detail.
  •  Able to handle confidential and sensitive information in a professional manner with discretion.
  • Sound judgment. Able to manage and prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
  • Works well independently and as a collaborative team member. Self-motivated, flexible, responsive, reliable.
  • Establishes strong working relationships. Interacts effectively with colleagues at all levels of seniority.

Additional Information

This role is 40 hours per week and is overtime eligible.

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 3 days per week.

Specific days and schedule will be determined between you and your manager.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/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 - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Division of Research and Faculty Development

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.