Job Summary

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines ? and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused, and accountable IT professional who also connects with the importance of collaborating well in a team environment, we are looking for you!

Reporting to the Chief of Staff to the Vice President and Chief Information Officer (VP/CIO), and a member of the HUIT Administration team that provides executive support to HUIT leaders. We seek an energetic, flexible, and independent worker with a propensity toward highly varied administrative work. The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda.

Position Description

Scheduling and Briefings:
Manages the calendar; schedules and coordinates appointments, calls, and complex meetings for the VP/CIO. The Executive Coordinator to the VP/CIO makes appropriate preparations based on the day?s agenda, including materials and briefings. Takes initiative; identifies gaps or needs and reaches out to a variety of HUIT and University constituents in collecting materials. Redirects or responds to requests that can be solved without the VP/CIO?s intervention.

Event Coordination and Planning:
Assists with the organization of events, including HUIT Town Halls, and other collaborative functions, as required. Responsible for managing logistics affecting the VP related to these events. Helps to coordinate conferences, speaking engagements and committee work for the VP/CIO. Coordinates VP/CIO?s participation in seminars and professional development activities.

General Communications:
The Executive Coordinator to the VP/CIO may draft and edit documents, prepare reports, and create presentations for the VP/CIO, as well as proofread other materials and presentations, as required. Maintains digital assets and repositories relating to committee work.

Travel and Expense/Finance:
The Executive Coordinator to the VP/CIO is responsible for making travel arrangements and preparing expense reports and will assist with ordering supplies, reviewing Corporate and Purchasing Cards.

Backup Peers
The Executive Coordinator to the VP/CIO may be asked to serve as a backup for other assistants or financial staff on occasion. Performs other related duties as required and assists with special projects.

Administrative and Office Management

• Develop and maintain effective systems for managing the VP/CIO?s administrative needs and running office operations.
• Help arrange large, complex meetings for other HUIT colleagues.
• Ensure that the administrative functions of the office of the CIO Support Executive Assistant colleagues, including leading on the creation of organization wide processes and best practices.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Prepare meeting agendas and take meeting minutes.
• Ensure that deadlines are met and adapt to changing priorities.
• Presents positive and professional image for the organization.
• Other duties as assigned

Basic Qualifications

• Minimum of 3 years of administrative or related experience working in a dynamic environment.
• BA or equivalent experience

Additional Qualifications and Skills

• Superior organizational
• Superior attention to detail.
• Very strong proficiency with all MS Office applications as well as in working with various file formats.
• Experience with collaboration tools such as Zoom and Slack.
• Strong written and verbal communication skills
• Ability to learn quickly
• Desire to understand the technology and business needs across the organization
• Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
• Demonstrated ability to work independently and collaboratively.
• Demonstrated initiative and resourcefulness.
• Excellent self-management and capacity to influence others positively.

The ideal candidate will:

• Use significant independent judgment in identifying and resolving potential conflicts and connecting dots.
• Work independently with minimal supervision in an environment of multiple and sometimes conflicting priorities.
• Anticipate and resolve a wide variety of administrative issues.
• Is an administrative and project generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.

Working Conditions

• This is a fully in-person position that is required to work from the office 5 days per week.
• This is a 40-hour per week position.

Additional Information

Please provide a cover letter with your application.

Please note:

• Harvard University requires pre-employment reference and background screening.?
• We are unable to provide work authorization and/or visa sponsorship.?
• This position has a 90-day orientation and review period.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Accessibility:
Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request an accommodation or have questions about the physical access provided, please contact our University Disability Resources Department.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format

On-Site


Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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