The Administrative Coordinator in the Office of Undergraduate Education supports the work of the Associate Dean of Undergraduate Education for Academic Support and the Accessible Education Office. The Associate Dean oversees the Accessible Education Office, the Advising Programs Office, the Bureau of Study Counsel, and the College's Title IX Coordinator. A major component of the Associate Dean's charge is to increase coordination and cooperation among the offices she oversees, and this position will provide administrative support for her and her efforts. Duties include the following:
Serves as first point of contact for the Associate Dean. Answers and routes phone calls, mail, and e-mail messages and handles information dissemination. Monitors departmental e-mail accounts, drafts and distributes communications from the Associate Dean. Serves as principal source of information on established policies and advises faculty, students, or staff. Acts as liaison with related programs or projects and keeps the Associate Dean informed of relevant information. Facilitates the administrative coordination among offices that report to the Associate Dean, including setting up new processes and procedures for joint meetings, projects, and communications.
Manages the Associate Dean's complex calendar: arranges for meetings, appointments, and travel. This includes handling confidential communications and logistics for various committees and staff (including very sensitive issues with the Office of General Counsel and the Title IX Coordinator). Coordinates events, including workshops, seminars, and colloquia for students, faculty, and staff. Assists with the oversight of the Student Advisory Board's biweekly meetings, including scheduling, creating agendas, ordering catering, communicating with meeting participants, and taking meeting minutes.
Provides administrative support to the Associate Dean: Performs library/research work and summarizes and interprets findings. Creates and maintains paper and electronic filing systems, compiles and tracks information, esp. information related to administrative aspects of the offices reporting to the Associate Dean. Updates websites; handles financial processing tracking, reporting and record-keeping; and supports other office projects as necessary.
Provides administrative support to the Accessible Education Office (AEO): making appropriate arrangements and providing administrative support for meetings and workshops coordinated by the AEO. Assists the Assistant Director of Administration with the coordination of information technology, telecommunications, and audio/visual hardware and software issues for the Office. Orders all supplies and office equipment. Collects paperwork and preparing accounts payable transactions including travel and reimbursement and P-Card transactions for approval. Shares some receptionist duties with the Accommodations Coordinator, including coverage at the front desk, answering phones, and greeting visitors.
Provides extremely confidential administrative support to the College's Title IX Coordinator. This may entail assistance with budgeting, purchasing, and general program support.
Other duties as assigned by the Associate Dean.
All formal written offers will be made by FAS Human Resources.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Five + years of experience in office administration and customer service required. Experience working with Microsoft Suite and Google Applications.
Bachelor's degree preferred, education may substitute for experience. Proven ability to quickly learn and understand complex information and processes. Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy. Excellent verbal and written communication skills. Must be comfortable with complex spreadsheets, record-keeping, and data. Must be capable of handling rapidly shifting priorities in a fast-paced office. Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools. Ability to work across teams and with a variety of projects and constituencies. Discretion and a proven ability to handle confidential information also required. Experience at Harvard, especially within the Faculty of Arts and Sciences, preferred.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.