"Administrative Coordinator"

Job Summary

Harvard’s Department of Chemistry & Chemical Biology (CCB) takes an interdisciplinary approach to discover new chemical phenomena, design technologies for a more sustainable and healthy world, and craft novel medicines for uncurable or intractable diseases.

CCB's inclusive, supportive, and innovative community collaborates with a vast network of university- and hospital-based research and education programs. With the creative power of diverse perspectives, we can explore new chemical frontiers and build the next generation of innovative scientists and educators. We educate and train scientists at all career stages and across disciplines, including undergraduate, graduate, and postdoctoral scholars.

The Department has an opening for an Administrative Coordinator, who will be responsible for providing front-line administrative support for CCB and general department administration duties including backup support for events, HR, lab administration and finance duties. This is a great opportunity to learn a lot about departmental operations in the sciences with opportunities for career growth.

Job-Specific Responsibilities

Administrative Office Support

Serves as the primary point of contact for the CCB Director’s office providing an on-campus welcoming atmosphere for the department. Assists with on-campus duties including stocking office supplies, reception, coffee, greeting guests, accepting deliveries, coordinating mail, coordinating weekly ‘Fruitful Tuesdays’ delivery and distribution and any other community wide in-person programming (swag distribution, etc.) Assists with general department support as needed, including calendaring, room booking, office organization, and travel arrangements for the CCB Administration offices. Manage inventory/supply for CCB Admin. Maintenance of department office copiers including usage, invoice payments, communication w/vendors. Organize, maintain, and archive departmental files spanning HR, student records, financial, and CCB’s level 4 SharePoint site. Provides for smooth day-to-day flow of communications across director’s office team: tracks follow-ups, action items. Navigates in person and hybrid schedules to bring cohesion to director’s office group all staff, etc. Assists the director’s office team with invoice payments; purchasing and corporate card transactions; vendor set-up; maintaining adherence to Director’s office budgets. Serves as backup for Seminar & Events Coordinator.

Special Project Management

Coordinates organizational and administrative support elements of the following CCB initiatives and programs: departmental committees and special projects including Visiting Committee, Community Committee, Pathways Summer Program, Chemistry Future Leaders Program, CCB FUEL, Graduate Recruiting and other administrative support for department hosted initiatives as needed. Responsible for materials creation, cultivation, and dissemination to wide variety of constituents, may help with drafting departmental communication (i.e. academic overview report, community impact report). Serves as principal source of information for students/faculty and staff on variety of CCB initiatives and programs.

AV/Tech/Telecom Point of Contact

Responsible for coordination and daily/weekly updating of Department Carousel platform. Responsible for training users/setting up accounts as needed and directing people to resources to host information on the display. Curates content drawing from all members of Director’s office team. Provides coverage for A/V set up and recording/serves as liaison with Harvard ESS to support our spaces and classrooms. Working with Associate Director of HR, serves as point of contact for CCB computer refresh program. Responsible for phone system maintenance, updates, deletions. Tracks AV and phone requests/needs related to onboarding and offboarding of staff. Reconciles monthly phone bill with active lines to ensure resource efficiency.

HR Administration & Departmental Community Committee

Assists Associate Director of HR with onboarding/offboarding of new staff: including equipment distribution/collection, keys/office preparation, editing welcome documents and assisting with small projects as necessary in the HR/Administration space. Contributes to CCB goals to advance community priorities through effective Departmental and Director’s office cohesion and by advancing action items associated with committee work. Takes notes at meetings and develops system for sharing notes with department. Updates and tracks CCB Community Committee action items and deliverables, attends all committee meetings and admin primary contact.

Academic Affairs Administrative Support

Serves as backup for Program Coordinator on preparation of materials for CCB promotions and searches. Under direction of Associate Director of Academic Affairs, helps to create/track/update academic appointments including graduate, undergraduate, visitor and other research scholar appointments. Assists with postdoc onboarding: adding to website/mailing list/PeopleSoft roster, uploads/tracks/VPA and other academic appointment coordination as needed.

Working Conditions

This position has a 4 day in-person requirement minimum. During peak times, a fully on campus schedule may be required-5 days per week. The position will coordinate with the seminar & events coordinator to ensure office coverage 5 days a week- they may not be remote on the same day each week.

Physical Requirements

The ability to lift and carry light objects, such as reams of paper, office supplies, or boxes of documents. Our complex is 200,000 sq feet and the admin coordinator will often need to navigate the building to assist with event setups, run errands in the building(s) and in Harvard square, pick up catering, printing or other materials and set up meeting rooms, shared spaces, stock supplies, etc. There is an active component to this role.

Qualifications

Basic Qualifications

Minimum three (3) years of relevant experience in an administrative or customer service support role. Education may count towards experience requirement.

Additional Qualifications and Skills

Bachelor’s degree preferred. Excellent interpersonal and verbal and written communication skills. Exceptional customer service skills. Strong analytical and problem-solving skills. Knowledge of AV systems and related technology. Computer proficiency and strong knowledge of MS Office Suite, WordPress, OpenScholar, Adobe Photoshop/Lightroom and current technologies. Procurement and/or accounting experience preferred. Strong attention to detail, ability to multi-task, and work towards deadlines. Proven ability to work independently and collaboratively as part of a team.

Additional Information

• Appointment End Date: This is a one year term position
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: All formal offers will be made by FAS Human Resources

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources 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.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.