"Executive Coordinator HUIT"

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology.

This is a fully benefited, full-time Harvard University position that has been funded for 6 months from date of hire. There is the possibility of renewal, contingent on funding and department & university priorities.

Reporting to the Chief of Staff, and a member of the HUIT Administration team, the Executive Coordinator (EC) provides executive support to the UCIO and Chief of Staff, and other HUIT leaders, the Executive Coordinator will anticipate the daily needs of the Vice President/University Chief Information Officer (VP/UCIO) and help advance their agenda.

As a member of a coordinated Administrative Support team, the Executive Coordinator provides a wide range of highly skilled administrative and executive assistance to their principal - primarily the HUIT Vice President/University Chief Information Officer (VP/UCIO). As part of this administrative team, the Executive Coordinator will be called upon to provide a broad array of administrative support activities.

The Executive Coordinator anticipates the daily needs of the VP/UCIO; works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities; ensures that the VP/UCIO office space is professional and welcoming; anticipates and resolves a wide variety of issues. The Executive Coordinator works with confidential material with tact and discretion, maintains accurate and organized paper and electronic files.

Job Specific Responsibilities:

• Scheduling: Serves as the principal owner of the UCIO and Chief of Staff's calendar. The supervisor will help the Executive Coordinator assess the capacity to carry out and prioritize activities.
• Daily Briefings: The Executive Coordinator will be responsible for preparing the daily briefing folder (schedule and meeting materials). Will take initiative, anticipate needs, and reach out to a variety of university constituents and the HUIT VP/UCIO Leadership Team in collecting materials for briefings.
• Events: Serves on the VP/UCIO's events team, helping to organize VP/UCIO-sponsored events, including Town Halls, and other collaborative functions.
• General Communications/Meeting Staffing: Drafts, proofreads, and edits documents; formats presentations, helps to coordinate conferences, speaking engagements, and committee work for the principal.
• Travel and Expense/Finance: The Executive Coordinator is responsible for making travel arrangements and preparing expense reports. The EC will be trained in Harvard financial systems and will assist with ordering supplies, managing petty cash, and reviewing PCard Purchasing Card transactions.
• Other: The Executive Coordinator should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas. Must have learning agility, capacity, and desire to understand technology and business needs across the organization and help principals to connect and collaborate with other senior leaders within HUIT and Harvard.

Working Conditions: Work is completed in an Office Setting.

Qualifications

Basic Qualifications:

• BA or equivalent experience.
• 3+ years of administrative or related support experience in a dynamic environment.
• Very strong proficiency with all MS Office applications as well as in working with various file formats.
• Must have proven ability to utilize collaboration tools such as Zoom and Slack.

Additional Qualifications and Skills:

• Superior organizational skills and attention to detail.
• Excellent communication (interpersonal, oral, written) organizational, analytical and problem-solving skills.
• Must have proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
• Must be comfortable dealing with confidential and sensitive material/information.
• We seek an energetic, flexible and independent worker with a propensity toward highly varied administrative work.

More About HUIT: Our Mission: https://huit.harvard.edu/about. We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery. HUIT's core values are: Human-centered, University-focused, Innovation-driven, Team-oriented.

Additional Information: Appointment End Date: 6 Months from date of hire. Standard Hours/Schedule: 40 hours per week. Please note, this position requires you to work in the office 5 days per week. Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre-Employment Screening: Identity. Please provide a cover letter and resume as one document with your application. This position has a 90-day orientation and review period. Work Format Details: This position is based on-site at a Harvard campus location.

Salary Grade and Ranges: This position is salary grade level 056. 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, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy.