Administrative Coordinator Jobs

The Harvard Global Health Institute (HGHI) is an interfaculty initiative that facilitates collaboration across the Harvard community and partners worldwide to advance global health equity. We tackle the greatest health challenges of our time through innovative transdisciplinary research, education, and partnerships that build knowledge and catalyze positive change in global health. Under the general direction of HGHI’s Faculty Director, the incumbent is responsible for providing administrative support to the Faculty Director and senior staff within the institute, maintaining a close and highly responsive relationship to all members of the department, and performing several cross-institute administrative functions.

Duties and responsibilities include, but are not limited to, the following:

• Make travel arrangements as required; Scheduling of flight, hotel, car rental; Registration for meetings/conferences
• Support the Faculty Director and senior staff in daily tasks, including tracking project logistics and implementation, organizing agendas, booking rooms, coordinating A/V needs, creating posters, and ensuring that catering has been ordered and delivered, taking into consideration food allergies or other requirements; responsible for meeting room set up and clean up as needed, including seeking slides from presenters and ensuring they are set up and ready in advance of events. Print and copy meeting materials as requested. Take and distribute notes, as necessary
• Performs other tasks and responsibilities consistent with the role.
• Maintain the calendar of the Faculty Director and ensure that he/she has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and across time zones during international travel.
• Collaborate with departmental leadership to evaluate, develop and implement various administrative systems and procedures designed to optimize workflow, thereby creating efficiencies
• Set up and maintain files of administrative correspondence, reports and records. Maintain confidential records. Maintain organized files.
• Provide phone support for the HGHI phone line
• Maintain a highly proficient and professional image of the Harvard Global Health Institute by cooperating with the institute staff to achieve goals and maintain strong employee relationships, interdepartmental relations, key stakeholder relationships and public relations
• Support the Faculty Director in preparing and submitting travel reimbursements for approval; submits corporate card and purchasing card receipts and documents for approval
• Assist with projects as requested; coordinate and prioritize projects with supervisor.
• Function as liaison for the department. Keep track of daily issues for the attention of the departmental staff. Greet guests as required and obtain visitor badges. Obtain guest parking stickers/vouchers as required. Work with external coordinators to set up visits to HGHI, including dates, itinerary, meetings. Make decisions relative to routine administrative matters and complete clerical details of the office. Serve as a primary triage point for administrative problems
• Schedules complex meetings involving multiple individuals and organizations both within, and outside, the Harvard Global Health Institute as well as internationally, across time zones

• Minimum five years of related experience. Education beyond high school may count toward experience.

• Bachelor’s degree strongly preferred. Strong organizational skills and demonstrated ability to multi-task. Proven ability to organize time and priorities effectively. Strong verbal and written communication skills. Excellent computer skills and advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, etc.). Proven ability to manage sensitive materials with tact and discretion. Must exercise sound judgment. Must be self-driven with proven ability to problem solve and anticipate needs. Proven record of communicating and working with a broad range of constituents and stakeholders. Dedicated team player with strong customer service orientation. Commitment to Equity, Diversity, Inclusion, and Belonging

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

General Administration

USA - MA - Cambridge

403040 Coordinator II

Hybrid (partially on-site, partially remote)

HGHI

Interfaculty Initiatives

Full-time

055

55 - Hvd Union Cler & Tech Workers

Identity

Full-time. Monday through Friday. 35 hours per week.

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.

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.