Position Description

Reporting to the Assistant Director of Administration (ADA) in the Department of Health Care Policy at Harvard Medical School and serving as liaison between each faculty member, University constituents, and external vendors. The Administrative Coordinator will manage a multifaceted portfolio and provide administrative support to multiple faculty members, with additional support to the ADA and ED.

General Administrative Duties:

• Manage complex faculty calendars, coordinate scheduling and logistics for meetings, appointments, and travel.
• Maintain and update biographical information including CVs for faculty.
• Provide assistance with planning events, seminars, and conferences hosted by faculty.
• Provide course assistance by maintaining a course website, coordinate scheduling and logistics for course directors.
• Assist with reception coverage: handling phone, walk-in visitors, and mail.
• Assist with onboarding/offboarding staff.

Financial Duties:

• Use Harvard financial systems to process financial transactions, such as reimbursements for travel, corporate card payments, and purchasing card transactions.

Events Duties:

• Assists with faculty and department hosted events.
• Coordinates with IT and Media Services for videography and technical support.
• Assists with processing all event programming-related expense (e.g., honoraria, travel, reimbursements, hotel).
• Manages travel arrangements for guests.

Basic Qualifications

• College degree preferred, or an equivalent of education plus relevant experience in an office environment.
• Three of more years of related experience, preferably in higher education/university administration. Education beyond high school may count towards experience.

Additional Qualifications and Skills

• Strong organizational capabilities, with a demonstrated ability to manage multiple assignments simultaneously, and effectively prioritize time and tasks.
• Excellent interpersonal and management skills and the ability to handle sensitive and confidential information.
• Ability to work independently and as part of a team.
• Strong communication (both verbal and written) skills.
• Strong sense of process ownership, working collaboratively across departmental teams.

Additional Information

This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.