Administrative and Database Coordinator, Office of Career Advancement

31-Mar-2023

Harvard Kennedy School

61604BR

Job Summary

The Office of Career Services (OCA) at Harvard Kennedy School (HKS) provides primary administrative support for OCA’s work with students, alumni, employers, internal Harvard partners, and other stakeholders

In partnership with other members of team, you will oversee day-to-day operation of OCA’s jobs and contact database, including contact management, job postings, and reporting.  In partnership with Senior Associate Director and Assistant Dean and Director, you will help deliver OCA’s two major annual reports – the summer internship survey and the first destination survey.

Position Description

Administrative

• Maintains a welcoming, professional student reception area; staffs OCA front desk; puts together front desk coverage schedule; greets customers (students, employers, HKS faculty/staff, and others)
• Manages HKS student partners program ensuring front desk coverage during business hours; coordinates additional student projects including daily job postings and database updating
• Provides overall office management (facilities, telephone, and office equipment/supplies) to ensure smooth operations of day-to-day workflow
• Oversees financial processes for OCA – ensuring timely payment of invoices, reimbursements, and expense reports; assists other team members with expenses when needed; Gathers and maintains information for office budget reporting
• Provides for smooth flow of communication within OCA including arranging staff meetings, managing internal vacation/workflow/internal calendar, arranging staff retreats, celebrations, etc.
• Arranges travel for invited alumni/guests; offer travel-related support to OCA team members as required
• Assists with event logistics as needed

• Provides administrative support for the OCA career management system for job postings, event RSVP, and updating of employer/contact records in partnership with other team members; Assists with major system updates
• Manages the flow of students for coaching appointments; works with coaching team to ensure accuracy of scheduling system; provides additional calendaring support for team as required

• Prepares and collects summer internship survey and first destination survey. Partners with other team members to design/develop survey tools and to communicate with students on survey completion
• Prepares and organizes raw data into reports that share the story of HKS’ students summer and post-graduate employment
• Provides office usage, job, and employer reports to coaching team and ER team as needed

• Contributes to unit goals by accomplishing related duties as required

Basic Qualifications

Two or more years of related administrative experience.

Additional Qualifications and Skills

• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and competing interests.
• Demonstrated success in using critical thinking skills and in developing administrative systems that promote efficiency and effective communication/collaboration.
• Proven problem-solving, project and/or program management skills.
• Excellent interpersonal and communication skills including strong writing skills.
• Requires exceptional customer service skills and great attention to detail.
• Ability to handle complex and confidential information with discretion.
• Great sense of humor and team spirit.
• Strong technical skills including competency using Microsoft Office software required (strong Excel skills strongly preferred); competence with digital survey tools (Qualtrics experience highly desirable).
• Knowledge of Symplicity (or other career management platform) very helpful.
• Prior experience working in student services a plus

Physical Requirements

Able to lift 20lbs

Additional Information

We regret that the Harvard Kennedy School does not provide Visa Sponsorship.
Harvard University requires pre-employment references and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA.  As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required toprovide confirmation of primary series COVID-19 vaccination upon hire, as detailed on ourCOVID-19 Vaccine Requirement Webpage .Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’sCOVID-19 Information Website .

Salary Range: $54,340 - $85,675
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. 

Harvard offers a generous 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Department

Degree Programs and Student Affairs

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

9-5 Monday through Friday

Commitment to Equity, Diversity, Inclusion, and Belonging

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.