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. Maintains all fellowship-related administrative data (attendance, grading logs, material distribution, and session recording) to optimize the Executive Director's capacity for high-level student mentorship.
• Environment Architecture & Hospitality: Ensures the physical environment for all RSEL events reflects departmental values of hospitality and pluralism. Coordinates catering (with specific attention to religious dietary requirements), room bookings, and aesthetic setup to foster an inclusive and sacred space for dialogue.
• 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. Acts as the primary staff presence for regularly occurring evening student programs (including Fellowship sessions) and occasional weekend community gatherings.
• 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. Maintains the department website, digital records, and CRM data entry to support outcome harvesting.

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