Harvard University
Position Title: Coordinator I
Req ID: 65452BR
School or Unit: Harvard Medical School
Description:
Position Description
Reporting to the Assistant Director of Administration (ADA) in the Department of Health Care Policy at Harvard Medical School and serving as liaison between each faculty member, University constituents, and external vendors. The Administrative Coordinator will manage a multifaceted portfolio and provide administrative support to multiple faculty members, with additional support to the ADA and ED.
General Administrative Duties:
- Manage complex faculty calendars, coordinate scheduling and logistics for meetings, appointments, and travel.
- Maintain and update biographical information including CVs for faculty.
- Provide assistance with planning events, seminars, and conferences hosted by faculty.
- Provide course assistance by maintaining a course website, coordinate scheduling and logistics for course directors.
- Assist with reception coverage: handling phone, walk-in visitors, and mail.
- Assist with onboarding/offboarding staff.
Financial Duties:
- Use Harvard financial systems to process financial transactions, such as reimbursements for travel, corporate card payments, and purchasing card transactions.
Events Duties:
- Assists with faculty and department hosted events.
- Coordinates with IT and Media Services for videography and technical support.
- Assists with processing all event programming-related expense (e.g., honoraria, travel, reimbursements, hotel).
- Manages travel arrangements for guests.
Basic Qualifications
- College degree preferred, or an equivalent of education plus relevant experience in an office environment.
- Three of more years of related experience, preferably in higher education/university administration. Education beyond high school may count towards experience.
Additional Qualifications and Skills
- Strong organizational capabilities, with a demonstrated ability to manage multiple assignments simultaneously, and effectively prioritize time and tasks.
- Excellent interpersonal and management skills and the ability to handle sensitive and confidential information.
- Ability to work independently and as part of a team.
- Strong communication (both verbal and written) skills.
- Strong sense of process ownership, working collaboratively across departmental teams.
Additional Information
This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
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.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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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.
LinkedIn Recruiter Tag (for internal use only)
#LI-WG1
Department Office Location: USA - MA - Boston
Job Code: 403134 Coordinator I
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 054
Department: Health Care Policy
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Identity
Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
Commitment to Equity Diversity Inclusion and Belonging: We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals.
Harvard Medical School Mission and Community Values
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
EOE 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.
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