Reporting to the Department Administrator as part of the Office for Sponsored Programs (OSP) Administration Team, the Administrative Coordinator (Coordinator) ensures that day-to-day operations within OSP run smoothly. The position assists the department by covering the front desk, main phone line, and department email account. They manage office supplies and assist with meeting setup, office events, conference planning, and new employee onboarding.
The Coordinator is responsible for the internal OSP SharePoint and Wiki sites. This responsibility includes creating and managing specific pages, training staff, assisting staff with development and maintenance of pages, and managing access. This position is responsible for digitally organizing departmental communication, presentations, and business processes.
The Coordinator maintains the OSP website and assists with the maintenance of other websites within Financial Administration (FAD). They work with the FAD Communications Officer to identify and implement enhancements to site functionality and content. They track website analytics to inform future content and functionality. This position is responsible for managing the OSP Blog, including researching content, writing/editing/posting entries, and managing subscriptions.
The Coordinator holds a department Purchasing Card, assists with managing the department Corporate Card, coordinates some department travel, and occasionally assists OSP staff members with their preparation of expense reports for reimbursement. The Coordinator is responsible for ensuring compliance with the Harvard Travel Policy, Procurement Policy, Business Expense Reimbursement Policy, and other relevant polices and guidance.
The Coordinator is responsible for other administrative tasks, including scheduling meetings, managing incoming and outgoing mail, submitting IT/copier/facilities requests, managing internal conference room/conference call line calendars, and proofreading and/or editing documents or presentations.
The Coordinator assists in the planning and execution of department projects. They directly assist the Department Administrator with the ongoing management and organization of department files, including files in offsite storage.
The Coordinator occasionally will need to lift supplies and/or files (lightweight) and transport them to various locations across the campus.
The Coordinator also assists with ad hoc administrative requests and takes on other administrative duties as needed.
The Office for Sponsored Programs is a department within Harvard University's Financial Administration (FAD) that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers and schools across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, assist with audits, and promote knowledge of sponsored research administration throughout the University research community through training and other educational programs.
Harvard's Financial Administration Department (FAD) is dedicated to supporting the teaching and research missions of Harvard University by providing outstanding financial services to the Harvard community; by providing support, guidance and consultation; by working to ensure compliance with University and federal guidelines; by mitigating risk; and by promoting the financial health of the University.
FAD is responsible for oversight of the University's finances, including efficient and accurate transaction processing, financial reporting, budgeting and financial planning, cash and debt management, internal audit services, risk management and sponsored program administration, and administrative systems services. The department, led by the Vice President for Finance (VPF), is comprised of 7 reporting units:
Mission: To consistently deliver high-quality, innovative service and leadership in financial planning, analysis, operations and compliance, in support of Harvard's teaching and research objectives. We aspire to provide the Harvard community with outstanding financial services to enable the dissemination of knowledge and the advancement of intellectual discovery. We commit to steward the University's assets efficiently, such that resources are assured for current and future generations of faculty and students.
Harvard University requires pre-employment reference and background screening.
Harvard University is unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
Harvard offers an outstanding benefits package including:
Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3+ years administrative or related experience in a dynamic, customer-driven environment.
Education beyond high school may count toward experience.
Strong technical skills, including at least intermediate-level experience with the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
Web content management experience, or interest and ability to learn web content management
Ability to learn new systems and technologies quickly
Discretion and comfort working with quantitative data and confidential information
Excellent interpersonal, organizational, analytical, and problem solving skills.
Demonstrated ability to convey a clear and consistent message in written and verbal form.
Dedicated team player with strong customer service orientation.
Demonstrated ability to relate to individuals at all levels with poise and diplomacy.
Demonstrated ability to manage time, take initiative, perform multiple tasks simultaneously, manage conflicting goals and agendas, and work in a fast-paced environment with shifting priorities and deadlines
Event planning experience is a plus.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 47534BR
About Harvard University Financial Administration
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.