The Administrative and Communications Coordinator will provide professional high-level support to the FAS Division of Science's Operations department which combines core facilities, Informatics, and FAS Research Computing. S/he will play a key administrative role and be fully responsible for a number of areas including Science Operations and core facilities web presence, training/event planning and coordination, travel arrangements for Science Operations and Research Computing staff, Science Operations & Research Computing communications, including annual reports, social media presence, publicizing events, etc., as well as assisting the Director of Research Operations and Director of Research Computing with day-to-day administrative tasks and long-term projects. Specific duties include, but are not limited to:
Manage communications and marketing strategies for Science Operations and divisional core facilities including the design, creation, and maintenance of web sites, social media accounts, annual report for Division of Science core facilities, core-specific trainings and open houses, as well as developing and maintaining photo directories for Science Operations units, facilities, and FAS Research Computing.
Organize and coordinate events and trainings for Science Operations, Division of Science core facilities, FAS Research Computing, and Informatics. Events/trainings include researcher training sessions, unit retreats, core open houses, monthly staff meetings, all core quarterly meetings, and holiday events.
Manage the daily and long-range calendar for the Director of Research Operations for Science & Engineering including scheduling meetings, coordinating meeting logistics, preparing agendas, and documenting/driving follow-up activities and deliverables, as well as drafting and editing email, meeting notes, memoranda, and other general correspondence. Develop effective, electronic systems/workflows for scheduling, task management, and other administrative needs. Provide similar support to the Director of Research Computing as needed.
Coordinate employee onboarding, telephones, office assignments & keys, refresh computer program (locally), building access, core access.
Provide general administrative support to Science Operations team including scheduling and coordinating meetings for other staff and standing committees, developing and maintaining effective electronic filing and task management systems, answering the phone, maintaining general-use office equipment, delivering mail, making photocopies.
Other administrative and programmatic duties as assigned.
When applying for this position please submit your resume and cover letter in our preferred format as one combined document, resume followed by cover letter.
All formal written offers will be made by FAS Human Resources.
We regret that Harvard University does not provide visa sponsorship for this position.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Five years of related experience including office administration, communication, and customer service skills; preferably in an academic environment.
Bachelor's degree strongly preferred.
The successful candidate will have excellent multi-tasking, organizational, and customer service skills, as well as the ability to communicate effectively with faculty, staff, researchers, and students. The successful candidate should be able to manage multiple projects and priorities effectively, and possess many of the following skills:
Solid knowledge of office processes and protocols.
Demonstrated experience working in a complex and quickly changing environment, prioritizing tasks to meet changing needs, and completing tasks in a timely manner.
Strong attention to detail and excellent written and oral communication skills.
Demonstrated experience in communications and/or marketing.
Maturity and the ability to handle confidential matters with discretion and sound judgment.
Excellent Mac-based computer skills (Office 365, MS Word, MS Excel, MS PowerPoint, SharePoint, Open Scholar) and the ability to learn new software quickly.
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.
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.