Harvard University
Administrative Coordinator II
Harvard University, Cambridge, Massachusetts, us, 02140
66578BRAuto req ID:66578BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Boston Business Title:Administrative Coordinator IISub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:Four or more years of related experience. Education beyond high school may count toward experience.Additional Information: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.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e) to keep in touch and learn about future opportunities! ( https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e )
Department:Campus Planning and FacilitiesPre-Employment Screening:Identity Schedule:35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pmJob Function:General Administration Position Description:
Provides Executive Administrative Support to the CCPFO
Manages the daily calendar for the CCPFO. Responsibilities associated with calendar management include: scheduling meetings, preparing meeting materials and prep prior to meetings, maintaining a high level of confidentiality, planning departmental events, etc.
Serves as the representative and principal administrative contact and liaison with departmental or program constituents, other universities, government agencies, and other Longwood Institutions and affiliates
Purchases and maintains inventory of supplies for offices
Creates and maintains effective and efficient filing system(s)
Answers and routes phone calls, mail and e-mail messages and handles a wide-range information dissemination
Communication, Coordination, and Special Projects
Provides project management support for various tasks and projects for the CCPFO in support of the management of the leadership team. Advises and makes recommendations to the CCPFO related to the administrative management of the CP&F Department
Works with the Strategic Initiatives Project Manager to ensure that all tasks and projects for the CCPFO are in alignment with current strategic goals and priorities
Responsible for drafting and collaborating on department wide communication and dissemination of information including newsletters, website updates, CP&F news and announcements, etc.
Organizes and implements administrative systems and procedures and works closely with the Director of Systems and Services and HMS IT to identify and implement management efficiency measures
Negotiates with caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget
Assigns and coordinates meetings, AV support and other facilities on behalf of CP&F
Evaluates the administrative operational policies and procedures within the office to ensure greater efficiency and initiates and manages efficiency projects through completion
Prepares Briefing Materials and Reports
Gathers and maintains data for assisting in running and preparing reports on a regular basis and / or as it relates to specific projects and assignments
Research issues and best practices related to policy development and recommend possible new or revised policy statements
Monitors Budgetary and Financial Documentation
Prepares, maintains and manages financial, personnel, and administrative records
Makes decisions on expenditures and monitors towards a defined budget
School/Unit:Harvard Medical School EEO 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.Job Summary:Reporting to the Chief Campus Planning and Facilities Officer (CCPFO), the Administrative Coordinator is responsible for providing executive administrative support to the CCPFO, including schedule management, and initiating and managing administrative projects within the office of Campus Planning and Facilities (CP&F). This position requires a high level of confidentiality and works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems including customer concerns; and provides regular updates on status of projects. The incumbent serves as the central source for information sharing, communication, and coordination across CP&F and is the principal administrative contact and liaison for internal and external units. The Administrative Coordinator will work collaboratively with the CCPFO, the Strategic Initiatives Project Manager, and the directors and managers within CP&F to ensure that the administrative operations in the departments are maintained and effective in achieving the CP&F and Harvard Medical School mission and vision.Commitment to Equity, Diversity, Inclusion, and Belonging:We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values)
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement 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.
Work Format:Hybrid (partially on-site, partially remote) Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e) to keep in touch and learn about future opportunities! ( https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e )
Department:Campus Planning and FacilitiesPre-Employment Screening:Identity Schedule:35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pmJob Function:General Administration Position Description:
Provides Executive Administrative Support to the CCPFO
Manages the daily calendar for the CCPFO. Responsibilities associated with calendar management include: scheduling meetings, preparing meeting materials and prep prior to meetings, maintaining a high level of confidentiality, planning departmental events, etc.
Serves as the representative and principal administrative contact and liaison with departmental or program constituents, other universities, government agencies, and other Longwood Institutions and affiliates
Purchases and maintains inventory of supplies for offices
Creates and maintains effective and efficient filing system(s)
Answers and routes phone calls, mail and e-mail messages and handles a wide-range information dissemination
Communication, Coordination, and Special Projects
Provides project management support for various tasks and projects for the CCPFO in support of the management of the leadership team. Advises and makes recommendations to the CCPFO related to the administrative management of the CP&F Department
Works with the Strategic Initiatives Project Manager to ensure that all tasks and projects for the CCPFO are in alignment with current strategic goals and priorities
Responsible for drafting and collaborating on department wide communication and dissemination of information including newsletters, website updates, CP&F news and announcements, etc.
Organizes and implements administrative systems and procedures and works closely with the Director of Systems and Services and HMS IT to identify and implement management efficiency measures
Negotiates with caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget
Assigns and coordinates meetings, AV support and other facilities on behalf of CP&F
Evaluates the administrative operational policies and procedures within the office to ensure greater efficiency and initiates and manages efficiency projects through completion
Prepares Briefing Materials and Reports
Gathers and maintains data for assisting in running and preparing reports on a regular basis and / or as it relates to specific projects and assignments
Research issues and best practices related to policy development and recommend possible new or revised policy statements
Monitors Budgetary and Financial Documentation
Prepares, maintains and manages financial, personnel, and administrative records
Makes decisions on expenditures and monitors towards a defined budget
School/Unit:Harvard Medical School EEO 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.Job Summary:Reporting to the Chief Campus Planning and Facilities Officer (CCPFO), the Administrative Coordinator is responsible for providing executive administrative support to the CCPFO, including schedule management, and initiating and managing administrative projects within the office of Campus Planning and Facilities (CP&F). This position requires a high level of confidentiality and works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems including customer concerns; and provides regular updates on status of projects. The incumbent serves as the central source for information sharing, communication, and coordination across CP&F and is the principal administrative contact and liaison for internal and external units. The Administrative Coordinator will work collaboratively with the CCPFO, the Strategic Initiatives Project Manager, and the directors and managers within CP&F to ensure that the administrative operations in the departments are maintained and effective in achieving the CP&F and Harvard Medical School mission and vision.Commitment to Equity, Diversity, Inclusion, and Belonging:We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values)
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement 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.
Work Format:Hybrid (partially on-site, partially remote) Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.