This is a highly collaborative role reporting to the Dean of Administration/Chief Operations Officer. Working closely with the Administration & Finance Team, you will provide a wide range of high-level support. The Administrative Coordinator ensures smooth daily administrative operations for the Office for Administration and Finance, anticipating needs, resolving problems, and proactively leveraging the time and effectiveness of others.
This is a 6-month term position from date of hire.
Position Description
Manages the Dean of Administration/Chief Operations Officer's calendar.
Schedules numerous appointments and meetings and manages all scheduling for the Dean of Administration/Chief Operations Officer (and as needed for the office leaders).
Manage domestic and international travel planning logistics.
Supports in-person, virtual, and hybrid meetings by handling associated logistics (room reservations, technology, catering), preparing meeting materials, taking/reviewing meeting notes, and ensuring timely follow through on action items.
Acts as a key information source and contact for the department, working with departments across HSDM, HMS and the University.
Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
Administers the office financial activities, processes invoices and reimbursements for payment.
Reconciles financial transactions via PCard, corporate card, Buy2Pay, and Web Vouchers.
Manages supplies and office equipment.
Lead planning and execution of department/School-wide events based on guidance from leadership, partnering with members of the HSDM Community, and handling event logistics.
Provides back-up administrative support and coverage to the Office of the Dean as needed.
Contributes to the mission and vision of HSDM and models the School's core values in all facets of the work.
Performs other related duties as assigned or requested.
Basic Qualifications
Bachelor's degree or an equivalent combination of education, training, and experience is required.
5 years of experience providing administrative support (including high level calendar management) to senior-level leaders or similar related experience is required.
Exceptional verbal and written communication skills.
Ability to gather data, compile information, and compose correspondence and other written materials.
Strong interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, fellows, faculty, students, community leadership, public officials, funding agencies, and members of the community at large.
Comprehensive knowledge of Microsoft Office applications.
Excellent organizational skills and the ability to handle multiple complex/confidential tasks simultaneously.
Ability to successfully pass a comprehensive background check at hire.
Additional Qualifications and Skills
A proactive approach to work with an ability to quickly pivot and adapt.
Capability of working both independently and as part of a team.
Strong teammate with an ability to build productive relationships and work across all levels of a diverse organization.
Initiative and an ability for anticipating problems and taking ownership of the work.
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.
Harvard School of Dental Medicine cannot offer visa support or work permission for this opportunity.
Additional Information
This is a 6-month term position from date of hire.
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.
Department Office Location: USA - MA - Boston
Job Code: 403040 Coordinator II
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
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.
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.
