Administrative Coordinator

Updated: 2 months ago
Location: Boston, MASSACHUSETTS

The Department of Systems Biology at Harvard Medical School is seeking an enthusiastic, organized and professional individual to fill the role of Administrative Coordinator. The incumbent will perform an array of diverse duties including working with our in-department HR Coordinator; coordinating our weekly Theory Lunch Meetings; providing support for at least one faculty member and the Directors of our Department Cores; and serving as a backup to the entire Administration Group, which includes Faculty Assistants and Event and Internship Coordinators. Duties and responsibilities include, but are not limited to, the following:
  • Preparing and maintaining confidential HR records, under the general direction of our HR Coordinator. Works with the HIO to coordinate and maintain visas for visitors, postdocs, and faculty members while maintaining compliance with University and US Government Regulations. Tracks arrival and departure dates to ensure that visa changes are requested well in advance. Processes a range of appointments and new hire forms (academic and staff) as required, while maintaining the Department personnel database. Updates costing changes as required.
  • Taking primary responsibility for the weekly Theory Lunch series: manages all correspondence, travel, and scheduling for visiting speakers, catering, reimbursements, etc.
  • Supporting the Team Lead in organizing a Summer Undergraduate Internship that brings 10-15 undergraduates to Harvard (HMS and FAS) for 10 weeks each year.
  • Managing Faculty and Director calendars and schedules.
  • Making travel arrangements, including booking flights, hotel accommodations, ground transportation, and other related logistics.
  • Reconciling corporate cards and other reimbursements.
  • Maintaining and updating faculty CVs, biosketches, and monitoring PMCID numbers on behalf of the faculty.

This is a one-year term position with strong potential for renewal.
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 complementary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers


3+ years of related experience; a combination of education and experience may be considered.
Bachelor's Degree is strongly preferred. Experience with Microsoft Office Suite, including Microsoft Word, PowerPoint, and Excel preferred. Excellent, computer, organizational, and problem-solving skills. Experience organizing work, defining priorities, taking initiative, and meeting deadlines preferred. Excellent time management and record-keeping skills are necessary. Strong interpersonal and verbal/written communication skills are also preferred. High level of initiative and motivation preferred along with experience working both independently and with a team. Skill and experience in handling sensitive and confidential information are required.
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: 49465BR
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