Reporting to the Administrative and Operations Support Services Manager, the Administrative Coordinator provides support for the administrative functions across Harvard College Library (HCL) and Harvard Library (HL), which includes: manages the equipment inventory and refresh process for HCL and HL, provides project management support for special projects, responsible for financial reimbursements for events and equipment expenses, supports events and stewardship, and other administrative support as needed. This position is a member of the HCL and HL administrative and operations team.
Duties and Responsibilities The Administrative Coordinator manages the equipment inventory and refresh process for HCL and HL. The equipment includes computers, copiers, scanners, printers, and phones. This individual is responsible for ensuring our equipment inventories are accurate and up to date, equipment is refreshed in a timely manner, acts as the authorized requestor for computer hardware/software and Harvard Phone, and is the main point of contact for all equipment requests.
The coordinator provides project management support for special projects across HCL and HL, including: data collection and compilation, meeting coordination, communication updates, wiki creation and editing, and other duties as needed. The coordinator ensures timeliness and accuracy for all details.
The coordinator is responsible for reimbursement and payment of financial expenses associated with the equipment and events for HCL and HL. These expenses include: leasing invoices, maintenance agreement invoices, equipment purchases, honorarium, travel expenses, and catering/room rental expenses. The coordinator is responsible for appropriate financial stewardship of Harvard's resources and must understand and follow all financial policies.
The coordinator provides administrative support for the events and stewardship for HL/HCL. This includes room reservations, catering coordination, creating nametags/table tents, managing guest lists, and day of event support. This also includes monthly contact reports for stewardship and other needs as they arise.
The coordinator is also responsible for the coordination of staff moves and HCL filming requests. This role works closely with colleagues in IT, building operations, communications, HR, finance and events.
The coordinator manages multiple priorities; handles matters expeditiously, proactively, confidentially, and diplomatically; follows through on projects to successful completion. Maintains effective organizational systems that include tracking and communicating work in progress, filing, archiving and maintaining orderly and up to date contacts.
Works closely with members of the HCL and HL administrative and operations team to collaborate on activities and processes outlined by the office to ensure information is appropriately shared and protocol is observed. Actively participates to provide appropriate front desk coverage and share information for other team members to ensure smooth handling of tasks during absences or times of high volume activity.
Physical Demands This role may occasionally need to move equipment between buildings using a hand cart.
Work Environment The work associated with this position is performed in an office setting.
At the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University's mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.
We encourage individuals with diverse backgrounds, experiences and abilities to apply to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world's most consequential problems, requires that we not only reflect, but also champion our diverse society.
A global leader, the Harvard Library is a pre-eminent research library that acquires, disseminates, and preserves knowledge. Harvard's Library holdings range from traditional print collections to rapidly expanding inventories of digital resources. It is the work of the Harvard Library to provide the University's faculty, students, and researchers—now and in the future—with comprehensive access over time to all of these materials.
The Harvard Library is a proud member of the ACRL Diversity Alliance.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
High School Diploma or equivalent education or work experience required
Minimum of two or more years of administrative and customer service experience, education may count towards experience
Proficient with Microsoft Office suite of software (Word, Excel, PowerPoint, and Outlook) and calendar management required
Bachelor's degree preferred.
Strong written and oral communication skills required
Experience in higher education or similar environment preferred, with proven administrative skills.
Excellent organizational skills with attention to detail.
Ability to manage multiple priorities and deadlines.
Excellent interpersonal and communication skills.
Demonstrates initiative to accomplish goals with minimal supervision.
Works collaboratively and collegially as part of a team.
Ability to handle complex situations with diplomacy.
Handles sensitive inquiries with discretion, holds sensitive information in confidence, exercises sound professional judgment, and demonstrates a strong commitment to service.
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.