Administrative Coordinator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

The Kempner Institute for the Study of Natural and Artificial Intelligence at Harvard University brings together researchers from across the biological, cognitive, computational, and engineering sciences to advance the study of intelligence in both natural and artificial systems. The Institute supports a growing community of faculty, fellows, students, and staff, and creates opportunities for cross-disciplinary research and collaboration through its academic programs, events, and shared scientific environment.

The Administrative Coordinator serves as the primary administrative coordinator for the Institute’s fellows programs, including Kempner Research Fellows, Research Scientists, and AI Fellows. This role oversees recruitment logistics, academic and HR processes, visa and appointment paperwork, onboarding and offboarding, annual reporting, and ongoing administrative support for fellows and related staff. The Administrative Coordinator also serves as a key point of contact for fellow-related policies and procedures.

Working closely with the Executive Director and other members of the Institute’s administrative team, the Administrative Coordinator also supports external events such as workshops, meetings, and other scientific activities. Responsibilities include coordinating logistics, travel, materials, vendor payments, and day-of execution. In addition, this role provides backup support for other administrative functions across the Institute and contributes to special projects as needed.

• Serve as the primary administrative coordinator for the Institute’s Research Fellows, Research Scientists, and AI Fellows programs.
• Oversee all aspects of recruitment administration, including posting ads, coordinating interviews and meetings, communicating with candidates, and supporting selection processes.
• Complete and track academic appointment, HR and I‑9 documentation, PI rights documentation, visa paperwork, and related reappointment.
• Coordinate all aspects of onboarding and offboarding, including orientation, ordering equipment/peripherals, access to resources, space, communication, website updates, and related logistics.
• Provide ongoing administrative support for fellows, including travel, reimbursements, professional development activities, social events, and other day‑to‑day needs. Ensure that expenses are compliant with institute and university policy and within assigned budgets.
• Serve as a point of contact for fellow‑related policies and procedures, and support administration related to fellows’ affiliated lab staff.
• Ensure that materials about the program are accurate and of high quality. Maintain accurate records and appropriately update other team members about fellowship program activities.
• Ensure timely and accurate completion of annual fellowship progress reports.
• Support internal and external events such as workshops, meetings, and related institute activities. Plan meetings and event logistics, including coordinating with speakers on materials and travel, obtaining vendor contracts, and processing payments.
• Work with the team on event communications, including generating and distributing event promotional materials, leading or supporting day‑of planning, and on‑site execution.
• Provide backup support for other administrative roles within the Institute and assist with additional duties or special projects as assigned.

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

• College degree preferred, or an equivalent combination of education and relevant experience in an office or academic administrative environment.
• Excellent organizational skills and strong attention to detail.
• Excellent interpersonal, written, and verbal communication…