The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks an enthusiastic, collaborative, self-starter to provide critical, high-level administrative support for a senior faculty member and his research group who are developing new path-breaking technologies to solve global environmental challenges. The work of the senior faculty member includes teaching at two schools within Harvard, performing cutting-edge research, traveling internationally, and serving as the faculty director for a growing environmental research program at Harvard. The Coordinator will manage all administrative activities that support this important work, including handling a high volume of complex, often sensitive, and confidential communications, requiring excellent judgment and discretion.
The Coordinator will take a strategic approach to planning daily activities, proactively seek information and solve problems, and implement procedures that ensure smooth and efficient daily operations for the faculty member and his research group.
Provides daily administrative support for the senior faculty member, including complex calendar management, handling travel logistics and reimbursements, and performing other tasks that support his teaching and research
Serves as a principal source of information and ensures a smooth flow of communications across multiple entities. Liaises with other universities, organizations, government agencies and media outlets as needed, keeping the faculty member informed of relevant information. Collaborates with colleagues within SEAS and Harvard on a regular basis.
Prepares and maintains detailed files and records
Drafts, edits and prepares correspondence, reports and other materials. Reviews complex documents to assure compliance with University, sponsor, and/or government regulations/requirements.
Handles logistics for events and meetings, working within a defined budget. Negotiates with hotels, caterers and vendors and makes recommendations on menus and activities. Handles room reservations/facilities, AV, catering, transportation, meeting/event materials, and related details. Sends out event communications, tracks responses and follows up with participants as needed.
Creates and develops administrative systems to streamline operations and create efficiencies
Shares SEAS and University policies and procedures with group members as appropriate (e.g. procedures for travel or making purchases)
Processes expenses for the group and orders supplies as needed. May approve group purchase and review orders for accuracy
Over time may take on more financial responsibilities, including monitoring and reconciling budgets, financial reporting/analysis, and related tasks
Contributes to team by accomplishing related duties as required
For consideration, please include a cover letter and a resume.
SEAS is not able to provide visa sponsorship for this position.
Through teaching and collaborative research, SEAS discovers, designs and creates novel technologies and approaches to societal challenges—in service to the world, the nation, and our community. We bridge disciplines, both within engineering and the applied sciences and beyond, to prepare broadly trained leaders, to advance foundational science, and to achieve translational impact. Our values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds and perspectives. For more information please visit www.seas.harvard.edu.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3 years of administrative office experience. Education beyond high school may count towards years of experience.
College degree strongly preferred, or an equivalent of education plus related experience in an office environment. Excellent organizational and time management skills with particular ability to prioritize work in an environment with multiple and conflicting interests. Excellent interpersonal and communication skills. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software with the ability to learn new systems quickly. A creative eye for occasional desktop publishing tasks and experience with or a willingness to learn Adobe software (Photoshop, Illustrator, InDesign, Acrobat) would be highly valued. Some financial experience preferred. Strong interest in environmental issues, policy or science is helpful. The ability to interact professionally and effectively with people from diverse backgrounds and at all levels is essential.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.