Faculty Coordinator_

Cambridge

65918BRAuto req ID:65918BRJob Code:405013 Administrator (N) Department Office Location:USA - MA - Cambridge Business Title:Faculty CoordinatorSub-Unit:Social Sciences Salary Grade (arvard.edu/salary-ranges#ranges) :056Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

College degree or equivalent; business experience may count toward education. 5 or more years providing support to senior/executive-level staff with increasing levels of responsibility and independence.

Additional Qualifications and Skills:

Experience working within academic and/or corporate administrative offices, and familiarity with complicated scheduling and email triage, travel and event management, sensitive communications, and purchasing and financial reconciliation. Experience managing other personnel (e.g., other staff, or student workers, or volunteers). Demonstrated facility with a range of Microsoft Office programs. A proven ability to handle confidential or private materials and information with discretion and tact. Exceptionally good judgement.

Additional Information:

Other duties may include, for example:

+ Provide back-up when Admin Coordinator is away.

+ Take meeting notes.

+ Pick up lunch when Dean has back-to-back meetings.

+ Seek out and post news items on Division website.

+ Draft and send routine letters for the Dean or Assistant Dean for Faculty Affairs.

+ Review and correct transcripts of podcasts and event recordings.

+ Update mailing lists.

+ Create event invitations.

+ Contact IT about technical difficulties.

+ Research and order tokens of appreciation or condolence for faculty and staff.

+ Research and arrange catering that meets specific dietary needs.

+ Organize the dean’s office.

+ Provide information to building manager about visitors needing access.

+ Carry out other tasks as requested or needed to facilitate the office workflow.

Cover Letter

As written communication is a critical component of the job, we request a cover letter as part of the application (one page is fine, and please do not exceed two pages). We are not looking for a summary of your resume! We are looking to learn more about why this role specifically appeals to you, and what in your background (your work experiences, your personal qualities, skills, and interests) particularly prepares you for it. There is very good guidance on writing cover letters at skamanager.org/category/cover-letters.

This position will be campus 4 days/week (Monday through Thursday), with the option for remote work Friday.

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.

What makes you an ideal candidate?

You are an experienced professional who enjoys administration and providing executive assistance in a busy office. You are a precise, concise, and tactful communicator, both orally and in writing. Your excellent organizational skills are in the service of efficiency. You are a resourceful and creative problem-solver who is nevertheless comfortable asking for help and admitting when you don’t know the answers; you are conscientious with impeccable attention to detail and accuracy (knowing when you need to double- or triple-check your work), but able to own up to and remedy mistakes.

You can work independently with little top-down guidance and are skilled at ‘managing up’ -- but you’re ready and willing to take direction and feedback from everyone in the office regardless of where they stand in the hierarchy, and you would love becoming part of a warm and tight-knit, high-functioning, team.

You learn quickly. You know how to prioritize, and how to delegate and supervise others’ work, and you can keep track of outstanding items and follow through on projects to successful completion, often with deadline pressures, and while juggling multiple other responsibilities.

You are comfortable working in a shared space and can gracefully handle interruptions. You can enjoy both the mundane routine (printing, organizing, answering the phone) as well as a periodic sudden scramble to pull off a last-minute successful event. You are the type of person who can courteously and delicately reschedule a meeting at the last minute, acknowledging the inconvenience to the other parties and smoothing all their ruffled feathers while maintaining an unflappable calm yourself.

Department:Social Sciences DivisionPre-Employment Screening:Education, IdentityJob Function:General Administration Position Description:

Staffing main office 4 days/week

Answer the phone, greet visitors, and simply be available to carry out other tasks requiring an on-campus presence (e.g., printing, setting up for events, running errands).

Calendar and time management, in close partnership with the Administrative Coordinator who supports other senior leaders in the Dean’s office and with the Assistant Dean for Faculty Affairs, whose work is closely intertwined with the Dean’s.

Serve as gatekeeper for the Dean’s schedule, managing a complex balance between decanal commitments, scholarly activities, and external engagements. Determine the Dean’s preferences for meetings, breaks, protected work time, and handling urgent requests, and plan accordingly. Meet at least weekly to review the schedule.

Address daily meeting requests appropriately and expeditiously, including assessing relative priorities, polling for participant availability, and anticipating meeting-prep workload and participation of others in the office; budget requisite planning time and coordinate with other staff.

Implement a tracking and reminder system for deadlines; proactively schedule blocks on the Dean’s calendar for time-sensitive tasks. Note invitations and critical University activities, and check with other staff to make sure important events are captured. Proactively plan for the year ahead based on current year’s workflow.

Email triage

Review the dean’s email inbox daily to remove junk, flag messages needing his attention, and to catch invitations, meeting details, and time-consuming or urgent requests. Develop automated rules for routing incoming messages. Draft templates to accurately address routine inquiries on the Dean’s behalf, in a tone and style consistent with his preferences.

Meeting and event planning and preparation

Print and organize hundreds of pages of meeting materials for a standing committee meeting. Collect and distribute agendas and reading materials for all of the week’s meetings. Research and arrange venues, catering, and AV support as needed. Participate in a weekly staff meeting to review calendars, activities, and priorities. Keep meticulous records in SharePoint, and develop and document systems for tracking commitments, files, contacts, and to-do lists.

Delegate and oversee tasks for half-time Faculty Assistant in Sociology, including:

Booking policy-compliant transportation and hotels and preparing detailed travel itineraries; ensuring timely, appropriate, and policy-compliant reimbursement (from internal or external sources) for the Dean’s out-of-pocket business expenses as well as monthly reconciliation of the Dean’s corporate card; managing the Dean’s scholarly email account, handling routine correspondence with external boards and journals, and preparing and submitting time-sensitive letters of recommendation; renewing the Dean’s professional memberships annually and regularly updating the Dean’s CV and scholarly website; creating slides or figures for talks or publications; proofreading scholarly articles and checking citations; other project work as needed.

School/Unit:Faculty of Arts and Sciences 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 Division of Social Science seeks an organized, proactive, and experienced administrator to provide full-time, primarily on-campus, support for the Dean of Social Science. The Faculty Coordinator will provide direct executive assistance to the Dean, serving as the initial and main point of contact in-person and online with both internal and external parties, and coordinating all of his decanal, scholarly, and external commitments; will work closely with the rest of the Divisional team to ensure the overall smooth functioning of the Divisional office and execution of the Dean’s priorities; and will manage the support activities of a half-time Faculty Assistant in the Dean’s home department.

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.Benefits:We invite you to visit Harvard's Total Rewards website (arvard.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) LinkedIn Recruiter Tag (for internal use only):#LI-JB1Work 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.