08-Jan-2024

Faculty of Arts and Sciences

63567BR

Job Summary

The Division of Social Science seeks an organized, proactive, and experienced administrator to coordinate and oversee all direct academic and administrative support to the Dean of Social Science. The Faculty Coordinator also works as part of a team to ensure the smooth administrative functioning of the Divisional office. Major areas of responsibility include:

Coordinate Engagements and Communications

· Serves as Primary Liaison and central point of contact for all Dean’s Engagements and Communications (administrative, teaching, research, and external commitments); delegates and coordinates faculty support activities for a 0.5 FTE Staff Assistant in the Dean’s home department on the Dean’s behalf.

• Serves as the principal administrative contact for Dean’s correspondence (phone, email, and in-person) with University administrative offices, School administrative offices, Divisional office, Divisional departments and centers, Divisional Advisory Board and affiliates, research collaborators, and others from academia and the private sectors. This includes inbox management, providing first line communication for inbound requests, and proactively triaging, tracking, and following-up on requests.
• Composes, prepares, and edits Dean’s correspondence and communications (e.g., email, letters, reports, memoranda, etc.) in a timely fashion, with accuracy, and in a tone and style consistent with the Dean’s preferences.
• Keeps the Divisional website up to date with the latest news items.
• On behalf of the Dean and Division, greets visitors and manages other arrival and visit details.
• Drives pre-event planning for meetings, presentations, conferences, and other engagements; identifies key themes, logistics, and other pertinent advance information for the Dean, key constituents, and participants.

· Partners closely with the Division Office Administrative Coordinator, responsible for managing the schedules of other senior leaders in the Dean’s office whose calendars must align with the Dean’s.

· Updates and coordinates with other senior Division office staff on relevant work efforts to ensure integrity of workflow within the office.

Position Description

Oversee Complex Calendar Management and Travel Arrangements

Works as a gatekeeper for Dean’s schedule, managing the balance between decanal activities, teaching and research activities, and external engagements.

· Manages extremely active, complex calendar, including scheduling appointments, coordinating room reservations and audio-visual set-up, and catering arrangements as necessary; prepares documents for meetings.

· Facilitates engagement and scheduling with numerous internal and external stakeholders. Maintains and schedules one-time and recurring meetings and prepares annotated agendas as necessary.

· Reviews, assesses, and routes meeting requests; answers and monitors follow-on correspondence; manages all related scheduling activities.

· Determine Dean’s preferences for meetings and plans accordingly, keeping Dean well informed of the schedule and related changes as they occur. Maintains flexible and proactive scheduling systems to accommodate shifting calendars and priorities of the Dean, senior university leaders, and external constituents.

· Coordinates complex travel arrangements including preparing itineraries and documents to facilitate Dean’s travel; ensures that all travel arrangements are made in accordance with University guidelines and grant policies.

· Prepares and monitors the processing of expense reimbursements and honoraria in a timely and accurate manner and in accordance with university guidelines and platforms. Works with 0.5 FTE Staff Assistant to track outstanding faculty expenses, from purchase to payment. Prepares purchase orders and expense reports and submits to Division Office Admin Coordinator for approval. Partners with Admin Coordinator to ensure appropriate use of funds for reimbursements, travel expenditures, and payables.

Coordinates Management of Teaching and Advising Work (AAAS and Sociology)

· Provides oversight and direction for the Staff Assistant’s preparation of documents for articles, teaching, and research materials, which may include proofreading, formatting exhibits, and citation support.

• Provides direction to the Staff Assistant for execution of advising activities and preparation of letters of recommendation and updates to Dean’s CV and scholarly website.

Organizational/Office Support

· Develops and maintains systems and procedures to manage all decanal records, reference materials, and commitments, including paper files, SharePoint, and other systems. Creates systematic process for tracking correspondence and status of requests and responses.

• Contributes to highly-functioning Divisional Office team, collaborating in staff meetings and planning retreats.
• Provides back-up for Division Office Admin Coordinator for event and meeting management, and other organizational supports and duties as assigned.

Basic Qualifications

BA/BS required with a Minimum 5-7 years administrative experience to senior/executive-level staff with increasing levels of responsibility and independence.

Additional Qualifications and Skills

· Advanced understanding and experience with administrative functions, processes, and systems.

· Demonstrated experience with a range of programs within Microsoft Office.

Excellent organizational skills, impeccable attention to detail, and proven experience thriving in a fast-paced worked environment where demands may need to be reprioritized frequently.

· Excellent interpersonal, verbal, and written communication skills.

· Ability to work well with a team while also making decisions independently and to exercise discretion and judgment in areas of responsibility.

· Enthusiasm for creative and independent problem solving and for juggling multiple tasks under tight deadlines.

· Familiarity and experience working within academic and/or corporate administrative systems.

· Demonstrated experience with project management and handling dynamic projects with multiple collaborators.

· Proven ability to handle sensitive material and information with discretion and tact.

· Ability to prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures and while juggling multiple requests.

Additional Information

**Will need to be in-office at least 4 days/week.

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

Benefits

We invite you to visit Harvard’s Total Rewards website 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 - Cambridge

Job Code

405013 Administrator (N)

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Social Sciences

Salary Grade

056

Department

Social Sciences Division

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.