Harvard's Financial Administration Department (FAD) is responsible for the stewardship of the University's finances, including related business processes and technology. FAD is dedicated to supporting the teaching and research mission of the 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.
Communications and Administration Coordinator
Reporting directly to the Manager, Administration and Business Operations (Manager) in the Office of Finance and Administration, the Communications and Administration Coordinator (Coordinator) manages department communication and technology for the Office for Sponsored Programs (OSP), ensuring that OSP day-to-day operations run smoothly. They manage the public-facing department website, the internal department SharePoint site, email lists, and other office technologies. The position covers the front desk, main phone line, and department email accounts.
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.
The Coordinator maintains the OSP website and blog, and they identify and implement enhancements to site functionality and content. They track website analytics to inform future content and functionality.
This position digitally organizes departmental communication, presentations, and business processes; and they may be asked to proofread and/or edit documents or presentations. They assist the Manager with management and organization of department files.
The Coordinator holds a department Purchasing Card, assists with managing the department Corporate Card, and coordinates some department travel. The Coordinator ensures compliance with relevant polices and guidance.
The Coordinator handles other administrative tasks, including managing office supplies, assisting with office events or conferences, new employee onboarding, scheduling large meetings with attendees external to OSP, managing mail, submitting IT/facilities requests, and managing internal conference room calendars.
The Coordinator assists in the planning and execution of department projects, assists with ad hoc administrative requests, and takes on other administrative duties as needed.
We ask that interested applicants provide a cover letter and resume as one document with their application.
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.
More about Financial Administration Department (FAD):
FAD is committed to an engaging and diverse culture, strong values, and client partnership. The department is led by the Vice President for Finance (VPF), is comprised of eight reporting units:
Accessibility: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.
Diversity, Inclusion & Belonging: The dynamism that comes with working at Harvard is largely the result of our diversity. Here, staff, faculty, administrators and students representing a wide range of ages, races, interests and backgrounds come together in pursuit of common goals. Together, we strive to provide an environment that values diversity and promotes an inclusive culture.
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 service environment. Education may count toward experience.
Strong technical skills, including at least intermediate-level experience with the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
Website management experience
Demonstrated ability to convey a clear and consistent message in written and verbal form
Ability to learn new systems and technologies quickly
Discretion and comfort working with quantitative data and confidential information
Excellent interpersonal, organizational, critical thinking, and problem-solving skills
Dedicated team player with strong customer service orientation
Demonstrated ability to relate to persons 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 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: 51528BR
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.