Faculty Coordinator - Allston, United States - Harvard University

Harvard University

Verified Company

Allston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Job Summary

Reporting to the Director of Faculty Support 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 semesterend 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 backup for other staff as needed.

Basic Qualifications
Three or more years of administrative 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 fastpaced environment. Ability to work with interruptions, adapt to change, and respond quickly to lastminute alteration requests regarding calendars, schedules and travel.
Prior work experiences that called for independent initiative, and ability to work independently with mínimal supervision, make appropriate adjustments to work flow, and problem solve.
Strong attention to detail, accuracy, followthrough, 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.

Physical Requirements
There are no significant physical requirements.

Working Conditions
Work is performed in an office environment.

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 Allston, MA campus and will require weekly oncampus 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 uptodate on CDCrecommended 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,