Harvard University Hiring for Administrative Coordinator at Cambridge, MA Full Time

Under the supervision of the Associate Director for Administrative Operations (“Associate Director”), the Administrative Coordinator provides a wide range of administrative support to the Office for Gender Equity (OGE) and the Office for Dispute Resolution (ODR) by staffing the front desk and contributing to the improvement and efficiencies of departmental processes. While ensuring a smooth day-to-day workflow for the offices, this position also triages a stream of ad hoc, often urgent and time-sensitive, requests from multiple sources. As a critical, front-facing member of OGE and ODR, the Administrative Coordinator is expected to work in a well-organized and professional manner with meticulous attention to detail and organization.

Duties and responsibilities include:

• Handling all administrative functions including, but not limited to, invoice and reimbursement processing, updating internal record systems, technical troubleshooting and coordinating with IT services, liaising with internal and external vendors, coordinating events, maintaining supply inventories, arranging catering services, facilitating professional printing requests.
• Serving as the first point of contact for both offices by directing walk-ins to the appropriate OGE or ODR staff member with discretion and professionalism; handling incoming calls on the main office lines and redirecting to the appropriate staff member, as needed; answering, screening, and referring incoming calls on the main phone lines to the appropriate staff, as needed; monitoring the main email accounts and relaying correspondence, as directed.
• Acquiring and maintaining a working knowledge of the University’s policies and procedures regarding sexual harassment and other sexual misconduct and internal administrative procedures.
• Updating areas of OGE website and other web platforms on a weekly basis (e.g., calendars of events).
• Booking travel and developing travel itineraries for staff.
• Assisting with event planning (e.g., Sexual Assault Awareness Month); overseeing logistics for large-scale meetings, community forums, etc. such as reserving conference rooms, liaising with media and/or IT services, and compiling presentational materials.
• Acting as the primary scheduling support for the University Title IX Coordinator which entails managing complex scheduling, negotiating challenging calendars, unexpected scheduling variables, tight timelines, and varying degrees of pressure to meet objectives. Additionally, compiling a weekly agenda binder for the University Title IX Coordinator.
• Assisting with Outlook and Zoom scheduling for OGE and ODR staff, as needed.
• Assisting with case processing, and retention, and responsible for the digitization of case documents to ensure parallel files are maintained digitally and in hard copy, as directed by the Associate Director.
• Assisting Associate Director in developing and refining business processes and internal guidance documents as office initiatives and operations expand.
• Providing general upkeep of office appearance, placing work orders with maintenance and janitorial services, etc.
• Other administrative duties as assigned.
• Periodic before/after-hour event staffing may be required.

BA or equivalent of relevant experience.

• Experience working in a legal, medical, or similar professional environment handling sensitive information and requiring high standards for maintaining the confidentiality and careful attention to detail.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Suite (including redacting PDFs), and have the 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.
• An intuitive sense of customer service is essential.

This position may start hybrid (some on-campus/some remote work), with the transition to a full-on campus in Cambridge if required by the department. Work options for this role will be discussed during the interview process.

PLEASE NOTE: The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found on the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

General Administration

USA – MA – Cambridge

403134 Coordinator I

Office of the President and Provost

OGE

Full-time

054

55 – Hvd Union Cler & Tech Workers

Identity

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

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.

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.