67691BRAuto req ID:67691BRJob Code:403134 Coordinator I Department Office Location:USA - MA - Boston Business Title:Coordinator I (Office Coordinator)Sub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: + 4+ years of relevant experience is required; a combination of education and experience may be considered. Additional Qualifications and Skills: The following job-specific skills and competencies are preferred: + Bachelor’s degree strongly preferred + 2+ years experience working in higher education or fast-paced large organization + Fluency with standard business and collaboration software (e.g., MSOffice Suite, Adobe, Zoom, Slack, Teams, etc.) + Experience with data/financial management software (e.g., Excel, Concur, Buy2PayProven organizational and task management skills in a high-volume, fast-paced environment) + Aptitude to quickly learn complex software systems + High level of sound, independent judgment, professionalism, and attention to detail + Excellent interpersonal and communication skills, written and verbal + Responsibly handles confidential information with discretion, in accordance with appropriate digital security measures + Effectively works independently with minimal supervision. + Excellent organizational, interpersonal, and strong communication skills. + Team player who can collaborate with multiple teams with shared accountability in fast-paced, high-volume, rapidly evolving environment under fluid circumstances. Additional Information: Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country! ---------- + The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions. + Harvard University requires pre-employment reference checks and background screenings. + This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers. ---------- 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. Department:Dean's Office - AdministrationPre-Employment Screening:Identity Job Function:General Administration Position Description: Duties and responsibilities include but are not limited to: Front Office: + Act as a point of contact for the office, providing smooth day-to-day flow of front office operations and reception coverage (includes maintaining a tidy and welcoming space, answering phones, handling physical mail and deliveries, etc.) + Responsible for end-to-end hospitality oversight for visitors (this may range from expected public figures to unscheduled drop-ins) to the DO including beverage service, catering, parking passes, security passes, space reservations, etc. + Oversees, tracks, and organizes all inventory and supply orders for office + Maintain electronic filing systems for general administrative records and materials + Serve as one of two IT point persons for supporting the office and liaising with the IT department, as needed, for more technical support Financial: + Conducts financial processing including payment preparation for corporate cards, purchasing cards, invoices for the office; conducts corporate card processing for staff associated with Dean’s initiatives + Reviews invoices, receipts, and financial reports for accuracy, reasonableness, and compliance and flags areas of concern + Organizes and maintains sound financial documentation and record keeping systems + Manages day-to-day service vendor relationships, office subscriptions, dean’s memberships, etc.; makes recommendations for cost reduction opportunities + Stays current on University policies and guidance on financial processing to ensure compliance and best practices; attends monthly accounts payable meetings, etc. Executive Administrative and Other Support Duties: + Provide thoughtful, strategic scheduling assistance to staff and faculty affiliated with the Dean’s initiatives; provides backup support to Dean’s Senior Executive Assistant (“Senior EA”), as needed + Manages and drafts correspondence in the DO email account adhering to internal guidance and best practices; provides backup support to Senior EA and other staff for Dean’s inbox management and correspondence needs + Manages and tracks gifts and postal correspondence to and from the Dean + Coordinates travel arrangements for staff affiliated with Dean’s initiatives; provides backup support to Senior EA for Dean’s travel needs + Provides backup coverage for other administrative staff and various processes in the DO during leaves of absence (e.g., vacation coverage) + Other ad hoc administrative support as needed and duties as assigned PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered. PLEASE NOTE: This position has a term appointment of one year from the date of hire with the possibility for extension. PLEASE NOTE: This is an over time & benefits-eligible position with a 40 hour work week. The positions allows for a hybrid work arrangement with 4 days a week on campus and one day a week working remotely. Additional details regarding flexible work will be discussed in the interview process. PLEASE NOTE: Overtime may be required during specific high-volume period or peak points in the academic year. School/Unit:Harvard T.H. Chan School of Public Health 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.Job Summary: The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public’s health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. To accomplish these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff. This is a unique and rare opportunity to work with and provide support to exceptional thought leaders working to improve the lives and health of people everywhere. Reporting to the Associate Director of Strategic Projects, the successful candidate will be a collaborative, self-directed individual willing to perform a wide range of front office, financial, and executive administrative duties in a fast-paced, high-profile environment. This position is part of the administrative team in the Dean’s Office, who collectively support each other and the Dean, cross-fill for each other during absences, and actively work toward cultivating a culture of inclusion and belonging. A successful individual in this role will be able to accommodate shifting priorities, maintain flexibility, and actively collaborate and engage with colleagues. Commitment to Equity, Diversity, Inclusion, and Belonging: At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination. Learn more about the School’s mission, objectives, and core values (https://www.hsph.harvard.edu/about/) , our Principles of Citizenship (https://www.hsph.harvard.edu/about/) , and our diversity, inclusion, and belonging (https://www.hsph.harvard.edu/diversity/) initiatives. 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. Work Format:Hybrid (partially on-site, partially remote) 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.