Administrative and Events Coordinator | Harvard University Faculty of Arts and Sciences Job at Harvard University Faculty of Arts and Sciences, Cambridge, MA

  • Harvard University Faculty of Arts and Sciences
  • Cambridge, MA

Job Description

Job Summary

Reporting to the Director of Administration and Operations, DAO, the Administrative and Events Coordinator performs a wide range of complex, often times confidential, administrative and clerical duties to support a large academic department. The position also coordinates and is responsible for a growing portfolio of programmatic, community-building events, and faculty/staff events. The position communicates with and provides services to a wide range of internal and external constituents. It anticipates and resolves general administration/operations problems and updates the DAO on status of assigned and ad/hoc projects. May oversee the work of students, casual workers and temps.

Position Description

Front Desk Coordination: Acting as the first administrative contact and liaison in the Department's reception area, facilitates effective communication within and outside the Department. Provides strong customer service to all constituents seeking assistance in person, by phone, or email. Addresses inquiries and/or routes them to the appropriate team member in a timely manner. Observes discretion, diplomacy, and a respectful attitude in all interactions. Evaluates administrative operational procedures within and makes recommendations for improvements geared towards greater efficiency. Develops front desk coverage procedures and training, coordinating short-term coverage as needed. Work is performed in a high-traffic reception with moderate to significant interruptions.

Office Maintenance: Responsible for the neat appearance and general upkeep of the reception, kitchen, closets, and resource areas. Maintains general inventory of supplies, keeping them organized, well stocked, and accessible. Purchases supplies and reconciles own Purchasing Card into the applicable financial system. Works closely with and serves as liaison with the Building Operations team on building-related matters.

Communications: responsible for administrative/event data entry and maintenance, including updates on the department's website, contact listings, SharePoint admin site, mailing lists, directory listings, etc. Follows the lead of the Communications Manager to maintain accurate and current documentation and website content. Manages a few general email accounts, sorts/ distributes mail, coordinates office keys/mailboxes, and provides mailing/shipping support. Coordinates Records archiving/destruction.

Onboarding/off-boarding : supports the DAO in all onboarding/off-boarding processes. Under the guidance of the DAO, works with FAS Interior Design and the building operations team to ensure adequate furnishings for faculty and staff offices. Coordinates the moving/removal of furniture and all aspects of office furnishing/maintenance/repairs for the entire department. Working closely with the DAO, coordinates the bi-annual onboarding process for nonladder faculty, including office Assignments/furnishings and building access.

Equipment Coordination: Serves as liaison for computer refresh, repairs, and maintenance, and maintains inventory of equipment, working closely with HMDC and HUIT. Reports issues/ problems and works with the the appropriate constituents on prompt and adequate resolutions. Coordinates all matters related to phones, working closely with HUIT and maintaining records for finance. Serves as liaison for all aspects of Ricoh copiers, including monthly usage reports, ordering supplies, machine maintenance/repairs, etc. Coordinates assignment of copy codes.

Events Coordination: plans/organizes and is responsible for a moderate portfolio of events that includes but is not limited to community-building events, departmental receptions, lectures, staff events, and so forth. Logistical work includes marketing/publicity, event timelines, room scheduling, catering, room setup/cleanup, arranging for and/or providing technical/AV assistance and audio-visual needs, travel arrangements, preparation of materials, drafting event-staffing plans, and other logistics, working closely with staff as needed. Some events are organized in partnership with the Department's Graduate Student Association. Provides support for some faculty-led and/or undergraduate/graduate student-related events under the purview of the student services staff.

Administrative Support: Supports the DAO and/or Dept Chair processing and editing correspondence, scheduling staff meetings, collecting agenda items, taking notes, preparing materials, and other admin support. Work on ad-hoc projects, as assigned by the DAO, particularly from late spring through the summertime. May supervise interns.

Basic Qualifications

Three or more years of experience in office administration or related field (business environment and/or customer service). Education beyond high school may count toward experience.

Additional Qualifications and Skills

Events Coordination experience is a must. Strong customer service attitude; willingness to work as part of a team and take initiative; excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment. Ability to produce high quality work in an environment of constant interruptions, adapt to change, and respond quickly to last-minute requests regarding calendars, schedules and travel; ability to establish priorities and multi-task to produce a high volume of work accurately and efficiently while still meeting time-sensitive deadlines; ability to effectively and independently problem-solve; strong computer skills including advanced knowledge of Microsoft Office; ability to effectively troubleshoot technology issues and provide support for other staff members on the use of office technologies; strong attention to detail, accuracy, follow-through, and reliability is essential.

Physical Requirements

Lifting, pushing, moving 20-30 lbs, sitting, walking, standing, stairs

Working Conditions

Given the nature of the work, the position is fully in person and must be able to work Monday through Friday. The work schedule is 35 hours/week, but some events may require a schedule adjustment and/or additional work hours. Availability to work occasional overtime is required. One to two days of remote work may be possible at the end of the academic year, typically from late spring mid-summer, at the discretion of the DAO, depending on business needs, and subject to change on short notice.

The person in this position sits at a high-traffic reception area and must perform superb administrative work in an environment with moderate to significant interruptions throughout to the day .

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.


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Job Tags

Temporary work, Summer work, Casual work, Remote job, Monday to Friday,

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