Faculty Assistant/Project Coordinator

04-Dec-2022

Harvard Kennedy School

60678BR

Job Summary

Are you drawn to the community and energy of being on a college campus? Can you see yourself supporting distinguished academics? If so, consider joining our team as a Faculty Assistant/Project Coordinator at Harvard Kennedy School.  Faculty Assistants work closely with faculty to make valued contributions in support of Harvard Kennedy School’s mission to educate leaders who make a difference in the world and contribute to the public discussion of pressing global issues. 

Position Description

• Manage course delivery: get copyright clearances for course readings and post them on Canvas (online course website), track student work, liaise with guests, coordinate audiovisual support, organize in-class activities, manage office hours for faculty; 

• Communicate professionally with internal and external stakeholders on behalf of the faculty; 
• Manage complex calendars, travel arrangements (including travel visas, when necessary), expense reimbursements, and logistical details of media appearances; 
• Proofread documents, retrieve research resources, and submit materials for publishing and distribution on campus and globally; 
• Plan events: communicate with guests, reserve rooms, order catering, and manage all logistics 
• Prepare meeting documentation, manage filing systems, and maintain office inventory 

• Read faculty member’s email and identify requests for action; 
• Prepare daily briefings of faculty member’s upcoming work day; 
• Onboard student research assistants or other temporary staff; 
• Move projects forward and continually look for ways to leverage faculty time, Oversee task-tracking of action items and outstanding requests; 

What you’ll do as Geopolitics of Energy (GEP) Project Coordinator: 

• Identify potential sources of external funding and possibly assist in application for grants and other support; 
• Prepare hiring paperwork and onboard Geopolitics of Energy Project affiliates/fellows, including: draft offer letters, process nomination forms, add scholars to HR system, obtain appropriate administrative approvals, track status; 
• Collaborate with the Harvard International Office to generate visa sponsorship documents; 
• Manage the orientation of new fellows, including: prepare office for fellow’s use, procure technology and request necessary accounts/access, greet and introduce to HKS, handle all logistics of settling into campus; 
• Provide light administrative support for fellows, as needed; 

• Coordinate annual GEP fellowship competition, including: aggregating applications, tracking decisions, and communicating results to applicants. Meet internal administrative deadlines. 
• Organize and staff a wide variety of GEP events, including (but not limited to): public seminars, private workshops, fellows’ socials. Meet and greet senior guests. 
• Serve as the point-of-contact for external and internal inquiries; 
• Represent GEP at the Center’s annual Open House; 
• Maintain the GEP website, including: adding affiliates’ publications to the webpage, keeping program pages and content up-to-date; 

• Manage GEP electronic records and finances, including: reconciling the Director’s corporate card, reimbursing and tracking fellows’ out-of-pocket expenses, tracking program budget; 
• Occasional copy-editing and formatting of academic publications 

Who you are: 

• You set a high bar for yourself with attention to detail and strong customer service; 
• You know how to be helpful even when you don’t have the answer; 

• Adaptability is second nature; with constant change, you are flexible and receptive to feedback; 
• You are comfortable juggling competing priorities, reporting to multiple supervisors, and accommodating a broad range of work-styles; 
• You work well independently and also contribute as a valuable team member; 
• People describe you as reliable and professional – you always follow through and strive to surpass expectations; and 
• You’ve worked in an office environment before and are proficient with Microsoft Office 

Sound like a great fit? Check out more about the work culture at Harvard Kennedy School and submit your resume via Harvard Careers .   

Basic Qualifications

A minimum of 2 years of related experience including demonstrated office administration and customer service experience.  Internships will count toward experience. 

Additional Qualifications and Skills

Proficiency in Microsoft Office Suite and internet tools, with a willingness to learn new technologies. Demonstrated experience prioritizing tasks to changing needs, and seeing tasks to completion in a timely manner.  Proficient written and spoken English. Excellent time management skills and ability to prioritize tasks with minimal supervision. Demonstrated interpersonal skills with experience providing complex administrative support. Proven organizational skills and attention to detail. Ability to track and follow through on action items. Ability to work across teams and with a variety of projects and constituencies. Ability to learn and use new technical and financial applications. 

Additional Information

This is an hourly, non-exempt, 35 hour/week position. There, however, is opportunity (and likely demand) for overtime as well as some additional responsibilities outside of the above job description. 

This is a term appointment through June 30, 2023 

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.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

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

Faculty & Student Services, General Administration

Location

USA - MA - Cambridge

Job Code

403038 Staff Assistant III-Specialist

Department

Faculty Assistant Group

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism 
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.
Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.  

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.