Reporting to the Department Administrator, the Administrative Coordinator provides complex administrative support to the Department Administrator and supports the operations of the Department of Oral Medicine, Infection and Immunity.
This is a 6-month term position from date of hire.
Position Description
Academic Appointments:
Academic Appointments
Collaborated with visiting graduate students, undergraduate researchers, and postdoc fellows
Gather required documents and assist with onboarding processes.
Led the onboarding for new academic appointments
Guide new appointees through orientation and integration into HSDM systems and culture.
Create and update offer letters for non-faculty appointments
IT Coordination: Established direct communication with IT to ensure access to HSDM systems for new appointees
Actively resolve any issues or discrepancies with appointment documentation
Supported the promotion processes and documentation for Assistant and Associate Professors
Coordinate support letters for faculty appointees
Assist with coordinating appointment extensions
Visa Coordination
Manage J-1 and H-1B visa processes in collaboration with the Harvard International Office (HIO).
Coordinate timelines and tasks with incoming individual
Assist with temporary SSN numbers
Event Coordination: (Other Divisions and CE)
Handle payments for services/goods
Make applicable restaurant reservations
Coordinate hotel stays for visitors
Coordinate flights for visitors
Organize schedule of events and send out to applicable parties
Assist with event day-of: registration/welcome table, hand out badges, etc.
Write up certificates for visitors
Make any last-minute orders for food, awards, certificate folders
Coordinate with facilities to make sure tables are set up/trash out, etc.
Notify security personnel of visitors if applicable
Make fliers and send to applicable parties
Follow trademark process for any special items and follow through with ordering
Support the Management of OMII calendar
Reach out to applicable parties to find a time and then send calendar invite
Book rooms if applicable
Notify security personnel of visitors if applicable
Respond to those requesting meetings
Reschedule appointments if applicable
Finance
Procurement: Handle supplier orders through the Buy 2 Pay system.
Expense Management: Department card reimbursements via Concur.
Support faculty purchases/ordering
General Administration
Submit reimbursements to faculty and residents for their conference fees and membership dues
Send packages via Fedex as requested
Assist with parking requests for faculty and visitors
Answer miscellaneous questions for faculty, staff, visitors, residents, and lab members
Help coordinate building/lab access for existing faculty/lab members
Order items from amazon for labs/faculty
Take/organize meeting notes 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.
Three years of administrative experience. A combination of education and experience will be considered.
Superior organizational skills and ability to handle multiple tasks simultaneously and meet deadlines in a busy, complex environment with competing priorities.
Must demonstrate impeccable attention to detail.
Must be proficient in standard office software, especially Excel, along with Word, email and calendar systems and the ability to learn new software.
Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities.
A high level of competence and a strong combination of time management, administrative, organizational, and interpersonal skills, flexibility, and good judgment.
Excellent written and oral communication skills.
Ability to successfully pass a comprehensive background check at hire.
Additional Qualifications and Skills
Bachelor's degree preferred.
Experience with academic planning, curriculum, and policy is a plus.
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: 403134 Coordinator I
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 054
Department: Oral Medicine, Infection, and Immunity
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.
