Position Summary

Reporting to the Assistant Director of Student Programs & Chaplaincy, the Administrative Coordinator provides administrative and logistical support for the department. This role performs a wide range of complex administrative, financial, and event-support duties. The coordinator acts as the primary financial systems user for the department, supports the Executive Director’s schedule/courses, and manages the administrative lifecycle of Harvard Chaplaincy requirements and student grants.

Principal Duties and Responsibilities

• Financial Operations & Systems: Serves as the department's primary power-user for Harvard financial systems. Processes all Concur reimbursements, manages B2P vendor invoices, and holds/reconciles the departmental Corporate Card.
• Executive, Academic & Fellowship Administration: Provides comprehensive logistical support for the Executive Director's academic courses and the RSEL Fellowship.
• Environment Architecture & Hospitality: Ensures the physical environment for all RSEL events reflects departmental values of hospitality and pluralism.
• Chaplaincy Administration: Monitors central interfaith inboxes. Schedules logistics for the monthly chaplains' plenary meetings and processes onboarding paperwork and internal rosters for new chaplains.
• Event Logistics & Evening Support: Provides comprehensive logistical support for all programming, including venue booking, catering, and A/V coordination.
• Grant Lifecycle Management: Maintains and tracks donations and donor information (in coordination with Development), prepares routine donation acknowledgments, and compiles data for quarterly and annual donor reports.
• General Operations: Provides for the smooth day-to-day flow of communications, including greeting visitors and ordering office supplies.

Please note: This position has a term appointment end date of 6/30/2027.

Qualifications

Basic Qualifications: A minimum of 3 years of relevant administrative experience in an office environment. Proficiency in Microsoft Office Suite and collaborative software.

Additional Qualifications and Skills: College degree preferred. Proficiency with Harvard financial systems (Concur, Buy2Pay) and scheduling software. Strong customer service orientation. Familiarity with diverse cultural and religious dietary requirements (e.g., Kosher, Halal) and holiday observances is highly desirable.