Faculty Coordinator

16-Jan-2024

Harvard John A. Paulson School of Engineering and Applied Sciences

64680BR

Job Summary

Reporting to the Director of Faculty Support and Administration and multiple faculty, the Faculty Coordinator performs a wide range of complex and confidential administrative and financial duties that support teaching, research, advising, travel and related activities. Anticipates and resolves problems; provides updates on the status of projects and tasks as needed. This position will work closely with Research Portfolio Managers (RPMs) to support the faculty and research group(s) with their financial portfolios. This position may support a designated portfolio of faculty and/or may offer floating faculty coordinator support as needed.

Position Description

GENERAL ADMINISTRATIVE DUTIES:

• Manages complex calendars for faculty, and coordinates scheduling and logistics for meetings, appointments, and travel. 
• Maintains and updates biographical information including CVs for faculty
• Provides general assistance to lab members
• Prepares appointments for incoming lab members, including paperwork for visa information data sheets, and may assist with onboarding new group members.
• May assist with planning events, including group retreats, seminars, and conferences hosted by faculty.
• May provide course assistance by maintaining a course website, tracking grades, and general support for semester-end presentations.
• Makes sure publications are posted to relevant websites.

FINANCIAL:

• Uses Harvard financial systems to process financial transactions, such as purchasing supplies and/or equipment, reimbursements for travel, corporate card payments, purchasing card transactions, and manages transactional activities for internal and external vendors.
• Collaborates with grant managers to review grant expenditures to stay up to date on funding sources

OTHER:

• Accomplishes related duties and takes on new responsibilities in response to changing office needs.
• Learns new software and systems as needed.
• Participates in team meetings, trainings, and activities for faculty support staff.
• May provide back-up for other staff as needed.

Basic Qualifications

3+ years of administrative office experience. Education beyond high school may count towards years of experience.

Additional Qualifications and Skills

• College degree, or an equivalent of college level coursework preferred.
• Cover letter strongly preferred.
• Relevant experience in an office environment; experience supporting faculty or executives, particularly with calendar management and travel; and experience supporting multiple principals strongly preferred.
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment. Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules and travel.
• Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to work flow, and problem solve.
• Strong attention to detail, accuracy, follow-through, and dependability is essential.

Communication Skills:

• Ability to establish effective work relationships across all levels.
• Excellent customer service and oral and written communication skills.

Computer Skills:

• Competency using a variety of computer software, including Microsoft Word, Excel, and PowerPoint Adobe Suite and Zoom.
• Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
• Experience with updating websites and using Harvard systems a plus.

Additional Information

• Applicants should submit a resume and cover letter
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• This position is based on our Cambridge, MA campus and will require weekly on-campus presence.
• Must be able to work Monday through Friday, 35 hours/week. Some events may require a schedule adjustment and/or additional work hours.
• A hybrid/flexible work schedule may be explored with the hiring manager during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (CT, GA, IL MA, MD, ME, NH, NJ, NY, RI, VA, VT). 
• 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.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation, and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu .

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Department

SEAS Faculty and Lab Administration

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

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.

SEAS Commitment to Diversity
The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

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.