Coordinator at Harvard University

Job Details

Job Type

Part-time

Full Job Description

Job Summary

Under the general direction of the Executive Director of the Charles Warren Center, responsible for administrative logistics of a program/event/forum/business unit; serve as administrative contact and liaison for internal and external department or program constituencies. Work independently with minimal supervision in a work environment; anticipates and resolve problems and updates supervisor on status of projects.

Position Description

Organize 20-30 CWC events annually. Utilize templates to create publicity materials; manage event listings (paper and web) and submit events to internal publicity vendors.

Coordinate mailings, contact database, and e-listings, transaction-level financials, supply ordering, confirm lodging, publicity, and catering. Assure tasks are completed in a timely manner, assist with problem-solving and troubleshooting if needed.

Advise on Harvard/FAS travel policies and respond when necessary to requests for multiple-city destinations and multiple host expensing arrangements. Keeps current on trends, compliance issues, regulations, and guidelines regarding subject matter.

Manage relationships with lodging vendors, conduct price comparisons when necessary, and monitor calendar to ensure proper lead time.

Share in the organization/execution of faculty and student fellowship competitions. Facilitate announcements (website, mailings), postings (in two web-based systems, aries, and carat), communications with applicants and recommenders (fielding some questions, forwarding others to the Executive Director), upload recommendation letters as necessary.

Under general direction, organize materials for selection meetings and draft offer letters. Process academic appointments (20-25 annually in CWC) and coordinate visas (2-5 annually).

Maintain unit website (OpenScholar).

Initiate transaction-level financials. Monitor expenses to budget, with primary responsibility for expenses of a particular sub-program. Stay current on evolving FAS and Harvard policies and procedures, maintain journals binders.

The Coordinator works with the Executive Director to organize the fellows’ orientation, daily needs, and weekly lunches.

Support the course associated with the Charles Warren Center Workshop (requires facility with the “canvas” application for courses).

Reserve the Charles Warren Center conference room, maintain facility and office equipment, and serve as front-line IT support.

Contact the Building Manager regarding repairs and elevator service.

Contribute to unit goals by taking on additional projects/duties as required.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

College degree preferred, or an equivalent of education plus relevant experience in an office environment. Excellent interpersonal and communication skills required. Ability to prioritize work in an environment with multiple and conflicting interests. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.

Working Conditions

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID-, as detailed in Harvard’s Vaccine & Booster Information. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Additional Information

All formal written offers will be made by FAS Human Resources.

Job Function

General Administration

Location

USA – MA – Cambridge

Job Code

403134 Coordinator I

Sub-Unit

–

Department

Charles Warren Center

Time Status

Part-time

Salary Grade

054

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Part-Time 26.25 hrs per week

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.