Harvard University Hiring for Research Administration Coordinator / Faculty Assistant at Cambridge, MA Full Time

The Research Administration Office at Harvard Kennedy School has an immediate opening for a Research Administration Coordinator / Faculty Assistant. This position will work independently to perform a wide range of administrative duties and communication functions to support research administration services at HKS (75%) as well as provide administrative support to a portfolio of HKS faculty (25%). The position will report to the Senior Director of the Research Administration Office.

The Research Administration Office (RAO) supports HKS’s mission by serving as a central resource for the research community through expertise and leadership in obtaining and managing research funds. The RAO manages school-wide support for all faculty sponsored programs activity, including pre-award proposal review and approval, post-award financial and reporting support, risk assessment and compliance consulting, and assistance with finding funding opportunities.

Through research, teaching, and engagement with practitioners, Harvard Kennedy School (HKS) improves public policy and public leadership so that people can live in societies that are safer, freer, more just, and more sustainably prosperous. Our faculty, students, staff, alumni, and executive education participants tackle a diverse range of public challenges in the United States and around the world, including protecting international security and freedom; strengthening democracy and democratic institutions; advancing social justice and human rights; increasing economic well-being; enhancing sustainability; and improving public leadership and management.

Research Administration Coordinator (75%):

• Create and disseminate written materials such as brochures, monthly newsletters, newsflashes, presentations for senior leadership, and material for other RAO initiatives
• Independently manage the RAO intranet site, implement changes and updates, and act as the primary IT liaison to resolve technical issues
• Provide administrative and logistical support to the RAO including:
  • Meeting scheduling and calendar management
  • Room reservations, technology setup, and catering for meetings
  • Ordering supplies and managing general IT issues
  • Maintaining RAO communication distribution lists
• Participate in HR orientations to provide an overview of the Research Administration Office to all HKS new-hires
• Coordinate and participate in interviews for new staff, as needed.
• Provide project management support for policy, data, and/or website projects, as needed, including project assistance for the Senior Associate Dean for Research Policy and Administration
• Manage funding opportunity activities including, but not limited to:
  • Sourcing new funding opportunities
  • Creating and distributing funding opportunity email alerts
  • Conducting targeted funding searches for individual faculty
  • Maintaining spreadsheets/trackers related to these efforts
• Serve as a subject matter expert on the use of PIVOT for funding searches. Maintain materials on how to use the database and conduct trainings, as needed
• May assist with the following research administration activities, as needed:

• Review of research proposal documentation, including project narratives, budgets and budget justifications
• Review of research administration policies and procedures
• Monthly and quarterly management reporting

• Other duties as assigned

Faculty Assistant (25%):

• Manage course delivery: get copyright clearances for course readings and post them on Canvas (online course website), track student work, liaise with guests, coordinate audiovisual support, organize in-class activities, manage office hours for faculty
• Communicate professionally with internal and external stakeholders on behalf of the faculty, possibly assist with faculty recruitment or promotion processes
• Manage complex calendars, travel arrangements, and expense reimbursements
• Proofread documents, retrieve research resources, and submit materials for publishing and distribution on campus and globally
• Plan events: communicate with guests, reserve rooms, order catering, and manage all logistics
• Prepare meeting documentation, manage filing systems, and maintain office inventory
• Collaborate with fellow Faculty Assistants on projects and departmental activities
• Move projects forward and continually look for ways to leverage faculty time

• Minimum of 2 years of related experience

• Demonstrated comfort/skill interacting with a wide range of senior leaders, including deans, faculty, and executive staff
• Excellent written and verbal communication skills; presentation skills; interpersonal and customer service skills; attention to detail; problem-solving skills
• Strong skills in MS Excel, MS Word, Adobe, and ability to learn new software and systems

• Ability to work independently, and as a member of a team with shared responsibilities
• Resourceful, creative self-starter; open-minded; desire and willingness to assume increased responsibility
• Comfort with deadline pressure and ability to respond to shifting priorities
• Proven ability to handle sensitive and confidential information appropriately, to manage multiple tasks simultaneously, and to achieve results in a timely and accurate manner

• Previous experience in academic communications and/or research administration

Application instructions: Please submit a writing sample in addition to your resume and cover letter.

This position is a fully benefits-eligible term appointment ending one year from date of hire, with possibility of renewal.

• We regret that the Harvard Kennedy School does not provide visa sponsorship.
• Harvard University requires pre-employment reference and background checks.
• Harvard University is committed to supporting a healthy, sustainable learning and working environment.

Please note: This is an in-person/on campus position based in Cambridge, MA, with possible flexible work options.

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 at the University’s “COVID-19 Vaccine Information” webpage.

Salary Range: $54,340 – $85,675


Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate’s relevant experience, and internal equity.

Harvard offers a generous benefits package including:

• Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
  Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

General Administration

USA – MA – Cambridge

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Research Administration Office

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55 – Hvd Union Cler & Tech Workers

Identity

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

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.