Reporting to the Chief Informatics Officer (CIO), the Administrative Coordinator is responsible for supporting four directors within Harvard Catalyst's Informatics Program.
A successful candidate will demonstrate initiative, tenacity, willingness to develop new skills, and flexibility in their work while also maintaining a posture of support and service. A candidate will also be highly motivated, organized, able to juggle multiple priorities, and take initiative. This position requires a team player with a positive attitude and a willingness and ability to work across teams and with multiple projects, supervisors, and constituencies.
Responsibilities include, but are not limited to:
Administrative Support -Managing complex calendars. -Responding quickly and efficiently to high volume of scheduling requests and changes. -Applying significant independent judgment in identifying and resolving potential conflicts. -Reviewing, researching and investigation requests for the Directors' time and recommending alternatives. -Managing all travel arrangements, travel expenses and reimbursements. -Arranging and organizing complex meetings involving high level attendees from other Harvard University departments, affiliated organizations and education institutions. -Acting as liaison with related programs or projects at other universities or with government agencies, keeping the directors informed of relevant information. -Facilitating communication and responding in a timely manner with minimal supervision. -Ordering and maintaining office supplies and printer toner. Maintaining and organizing the supply and technology inventory for the team. -Composing, proofreading, editing and preparing correspondence, reports and other materials using word processing, PowerPoint presentation slides, and spreadsheets. -Assisting in the planning and preparation of conferences, seminars, or meetings within the University with internal and external attendees. -Coordinating use of facilities and advising on availability of services for events or meetings both within and outside the University. -Performing a range of duties to ensure smooth daily operations of the office. -Answering, screening and referring incoming phone calls. -Greeting visitors -Arranging catering services, reserving rooms and making parking arrangements for meetings and events.
Finance -Processing invoices. -Preparing and maintaining financial documentation, including organizing and implementing reimbursements and payments using online financial systems (corporate and purchasing cards, Web Voucher/HCOM, etc.)
Support in Hiring process -Assisting in implementation of hiring practices – including: coordinating resume flow, scheduling interviews, and managing relationships with placement agencies. -Managing Statements of Work agreements for contractors as well as on-boarding/off- boarding tasks for both contractors and permanent staff, including managing new employee system accesses and supply requests. -Managing and processing confidential information and materials with discretion.
This is a term appointment ending on April 30, 2018 with a strong possibility of renewal.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Three or more years of related administrative experience. Higher education beyond high school may count toward experience.
College degree preferred. Previous experience supporting multiple people preferred. Must demonstrate proficiency in using Microsoft Office, Outlook, PowerPoint, Excel and related software. Must have excellent verbal and written communication skills, time management skills, and demonstrated project management experience. Comfortable working in a fast-paced environment where demands may need to be re-prioritized frequently. Demonstrated ability to maintain confidentiality and exercise discretion. Excellent organizational and interpersonal skills. Dedicated team player with strong customer service orientation and sense of humor.
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. Harvard faculty are engaged with teaching and research to push the boundaries of human knowledge. For students who are excited to investigate the biggest issues of the 21st century, Harvard offers an unparalleled student experience and a gen...erous financial aid program, with over $160 million awarded to more than 60% of our undergraduate students. The 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. 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.