Job Description

Administrative Coordinator II

21-Aug-2024
Administrative Coordinator II

Harvard Medical School

66578BR

Job Summary

Reporting to the Chief Campus Planning and Facilities Officer (CCPFO), the Administrative Coordinator is responsible for providing executive administrative support to the CCPFO, including schedule management, and initiating and managing administrative projects within the office of Campus Planning and Facilities (CP&F). This position requires a high level of confidentiality and works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems including customer concerns; and provides regular updates on status of projects. The incumbent serves as the central source for information sharing, communication, and coordination across CP&F and is the principal administrative contact and liaison for internal and external units. The Administrative Coordinator will work collaboratively with the CCPFO, the Strategic Initiatives Project Manager, and the directors and managers within CP&F to ensure that the administrative operations in the departments are maintained and effective in achieving the CP&F and Harvard Medical School mission and vision.

Position Description

Provides Executive Administrative Support to the CCPFO

• Manages the daily calendar for the CCPFO. Responsibilities associated with calendar management include: scheduling meetings, preparing meeting materials and prep prior to meetings, maintaining a high level of confidentiality, planning departmental events, etc.
• Serves as the representative and principal administrative contact and liaison with departmental or program constituents, other universities, government agencies, and other Longwood Institutions and affiliates
• Purchases and maintains inventory of supplies for offices
• Creates and maintains effective and efficient filing system(s)
• Answers and routes phone calls, mail and e-mail messages and handles a wide-range information dissemination

Communication, Coordination, and Special Projects

• Provides project management support for various tasks and projects for the CCPFO in support of the management of the leadership team. Advises and makes recommendations to the CCPFO related to the administrative management of the CP&F Department
• Works with the Strategic Initiatives Project Manager to ensure that all tasks and projects for the CCPFO are in alignment with current strategic goals and priorities
• Responsible for drafting and collaborating on department wide communication and dissemination of information including newsletters, website updates, CP&F news and announcements, etc.
• Organizes and implements administrative systems and procedures and works closely with the Director of Systems and Services and HMS IT to identify and implement management efficiency measures
• Negotiates with caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget
• Assigns and coordinates meetings, AV support and other facilities on behalf of CP&F
• Evaluates the administrative operational policies and procedures within the office to ensure greater efficiency and initiates and manages efficiency projects through completion

Prepares Briefing Materials and Reports

• Gathers and maintains data for assisting in running and preparing reports on a regular basis and / or as it relates to specific projects and assignments
• Research issues and best practices related to policy development and recommend possible new or revised policy statements

Monitors Budgetary and Financial Documentation

• Prepares, maintains and manages financial, personnel, and administrative records
• Makes decisions on expenditures and monitors towards a defined budget

Basic Qualifications

Four or more years of related experience. Education beyond high school may count toward experience.

Additional Information

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.

Not ready to apply? https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

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.

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 - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

https://hr.harvard.edu/salary-ranges#ranges

055

Department

Campus Planning and Facilities

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

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

To apply, visit https://apptrkr.com/5765619

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Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.