Under supervision of the Associate Director for Administrative Operations, the Administrative Coordinator provides a wide range of administrative support to the Office for Community Support, Non-Discrimination, Rights and Responsibilities (CSNDR) and the Office for Dispute Resolution (ODR) by staffing the front desk and contributing to the improvement and efficiencies of departmental processes. While ensuring a smooth day-to-day workflow for the offices, this position also triages a stream of ad hoc, often urgent and time-sensitive, requests from multiple sources. As a critical, front-facing member of CSNDR and ODR, the Administrative Coordinator is expected to work in a well-organized and professional manner with meticulous attention to detail and organization.
Duties and Responsibilities:
- Handling all administrative functions, including but not limited to invoice and reimbursement processing, updating internal record systems, technical troubleshooting and coordinating with IT services, liaising with internal and external vendors, coordinating events, maintaining supply inventories, arranging catering services,and facilitating professional printing requests.
- Serving as first point of contact for both offices by directing walk-ins to the appropriate CSNDR or ODR staff member with discretion and professionalism; handling incoming calls on the main office lines and redirecting to the appropriate staff member, as needed; answering, screening, and referring incoming calls on the main phone lines to the appropriate staff, as needed; monitoring the main email accounts and relaying correspondence, as directed.
- Acquiring and maintaining a working knowledge of the University’s policies and procedures addressing discrimination, bullying, sexual harassment and other sexual misconduct as well as internal administrative procedures.
- Updating areas of ODR’s and CSNDR’s websites and other web platforms on a weekly basis (e.g., calendars of events).
- Booking travel and developing travel itineraries for staff.
- Assisting with event planning; overseeing logistics for large-scale meetings, community forums, etc. such as reserving conference rooms, liaising with media and/or IT services, and compiling presentational materials.
- Acting as the primary scheduling support for the CSNDR Director and Title IX Coordinator and ODR Director which entails managing complex scheduling, negotiating challenging calendars, unexpected scheduling variables, tight timelines, and varying degrees of pressure to meet objectives. Additionally, compiling a weekly agenda binder for the CSNDR Director and Title IX Coordinator.
- Assisting with scheduling for CSNDR and ODR staff, as needed.
- Assisting with case processing, retention, and digitization of case documents to ensure files are processed and maintained, as directed by the Associate Director.
- Assisting the Associate Director for Administrative Operations in developing and refining business processes and internal guidance documents as office initiatives and operations expand.
- Providing general upkeep of office appearance, placing work orders with maintenance and janitorial services, etc.
- Other administrative duties as assigned.
- Periodic before/after-hour event staffing may be required.
Candidates MUST meet the following basic qualifications to be considered for this role:
Three years of related experience.
Additional Qualifications and Skills:
- Bachelor’s Degree preferred
- Experience working in a legal, medical, or similar professional environment handling sensitive information and requiring high standards for maintaining confidentiality and careful attention to detail.
- Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Suite (including redacting PDFs), and have capacity to quickly become proficient in other software and technology used by the offices.
- Fluency in Spanish and/or languages other than English.
- Excellent editorial and proofing skills.
- Excellent organizational and interpersonal skills and can effectively handle competing priorities.
- Must be comfortable interacting with people from all types of backgrounds and experiences.
- An intuitive sense of customer service is essential.
- Standard Hours/Schedule: 35 hours per week
- Compensation Range/Rate (including Shift Differential if applicable):
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
- Other Information:
- This position has a 3-month orientation and review period.
- We are hiring for two identical positions. This position is identical to 002120SR. Please note: You only need to apply to one position to be considered for both.
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Work Format Details
This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Salary Grade and Ranges
This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.
