The administrative coordinator will report to the Executive Director of the Harvard College Observatory and the Astronomy Professor who leads: an astronomy research group, the Prediction Project; the Seamless Astronomy collaboration; the glue software project; and the WorldWide Telescope Ambassadors (WWTA) effort at the Center for Astrophysics (CfA). The Administrative Coordinator will provide a wide range of administrative support and is responsible for day-to-day management and all administrative logistics of the faculty's diverse research and teaching efforts.
Position Description
The administrative coordinator will work independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects and assignments. May oversee part-time work of students, casuals and temps.
Responsibilities include:
Day-to-day operation - Provides high level administrative support to the faculty and WWTA leadership] composes and edits emails, letters, memos, reports and meeting agendas. Ensures briefing material is available in well-managed online environments and is comprehensive. Oversees the scheduling and management of an online calendar including coordinating meetings, appointments, travel arrangements and key administrative and academic meetings.
Proposal Assistance - Assists with proposal preparation, including text and budgets, and prepares grant reports and proposals for submission.
Manages Institutional Review Board (IRB) compliance coordination for education research projects using human subjects. Prepares and maintains expenditure records for grant budgets. Prepares purchase orders and expense reports for reimbursement and ensures appropriate use of funds for reimbursements, travel expenditures, and payables.
Scheduling and Planning - Plans and manages several workshops and other events per year. Coordinates schedules of PI and other project staff. Makes travel arrangements and coordinates activities of the research group.
Travel: Assists in arranging travel and manages travel reimbursements. Travel arrangements and reimbursements are handled not only for Dr. Goodman but also for her Research Group/Collaborators.
Reimbursements/Reconciling of Charges: Reconciling of Corporate Card purchases (collecting business purposes, receipts, and appropriate account codings). Reimbursements for Research Group purchases (lunches, supplies, etc.). Occasional foreign wire transfers for International Collaborators seeking reimbursement for costs.
Materials Management - Manages materials given to the faculty member at research and administrative meetings, by maintaining an online filing system, including born-digital material, as well as scanned hardcopy handouts, etc. Uploads and maintains online materials for courses, research papers, and technical manuscripts, using the OpenScholar, Wix, Dataverse, Canvas, edX and other environments as they arise. Adeptly creates graphs, spreadsheets, charts, and ad hoc reports using assorted sources including University financial systems. Maintains, prints, and files paper materials as needed for education research projects, including surveys, assessments, and consent forms. Maintains and archives digital materials as needed for education research projects, including in-class video and student assessment interviews. Maintains and organizes physical materials as needed for projects.
Web Content Maintenance - Maintains content on research group and related web pages on OpenScholar and the Prediction Project using Wix, under the direction of the faculty member; on WWT Ambassadors webpages under the direction of the WWTA Program Director and occasionally on pages of the Astronomy department website using Open Scholar.
Basic Qualifications
Minimum of five years experience in an academic or research environment. Education beyond high school may count towards experience.
Additional Qualifications and Skills
College degree or experience working in an academic and/or research environment.
Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting priorities.
Superb written and verbal communication skills.
Ability to think analytically and strategically.
Excellent financial and accounting skills.
Experience planning and managing events.
Must be professional and show exceptional judgement and a high level of discretion.
Ability to problem solve and "think outside the box".
Ability to quickly comprehend policies, procedures and computer applications and pro-actively apply them.
Excellent organizational skills and experience managing multiple competing priorities effectively and efficiently.
High level of comfort and proficiency with standard Macintosh applications (e.g. Pages, Keynote) and Google Applications (e.g. Google Docs, Google Sheets, Google Drive).
Familiarity with web-site editing tools and HTML highly desirable.
Team player with the ability to successfully interact with many stakeholders throughout Harvard and externally.
Proven project and/or program management and/or event-planning skills.
Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
Working Conditions
This is a part-time role working 24.5 hours per week on campus in Cambridge, Massachusetts.
Specific days and hours will be determined between you and your manager based on business needs.
There may be some flexibility to work remotely up to 1 day per week.
Additional Information
Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed.
We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
Pre-employment reference and background checks required.
All formal written offers will be made by FAS Human Resources.
About Us
The Seamless Astronomy program is a collaboration amongst astronomers, information scientists, data visualization specialists, educators, and computer scientists. The WorldWide Telescope Ambassadors program includes educational activities at Harvard, in local schools, online, at science fairs, and at museums, as well as active collaboration with the Science Education Department at the CfA. In addition to leadership roles in the Seamless Astronomy and WWTA efforts, the faculty also runs a traditional astronomy research group at the CfA, which coordinates the research of several undergraduate and graduate students, plus postdoctoral fellows. Teaching efforts related to these projects span subjects from astronomy to data visualization to the history of prediction, and they take place on the Harvard campus as well as online (via edX and LabXchange).
We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community
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-CM1
Department Office Location: USA - MA - Cambridge
Job Code: 403039 Faculty Assistant III
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: Sciences
Salary Grade: 055
Department: Harvard College Observatory
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Part-time
Pre-Employment Screening: Identity
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.
