"Administrative Coordinator"

Job Description

Job Summary: 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.

Job-Specific 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, 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 CSNDR website 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 Director and Title IX Coordinator 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 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 for Administrative Operations.
• 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.

This is a fully benefits-eligible term position that ends on 9/1/26.

Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role: Three years of related professional experience in a support role.

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.

Additional Information

• Appointment End Date: 9/1/26
• Standard Hours/Schedule: 35 hours per week
• 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.

Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types 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.