Senior 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 Harvard T.H. Chan School of Public Health is a world‑renowned institution dedicated to advancing public health through cutting‑edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission‑driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work‑life balance are valued.

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. In pursuit of these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff.

Reporting to the Deputy Chief of Staff, the Senior Administrative Coordinator works independently to provide high‑level executive support, complex project management, and plays a significant role within the Dean’s office supporting cross‑department coordination in a fast‑paced office environment. They are the main point of contact for the Chief of Staff (COS) and have significant impact for the Dean’s support team. The position involves a wide array of complex and confidential activities, including senior‑level staffing for the Dean, dean‑level recruitment activities, coordination of confidential briefings, and more.

• Coordinate closely with the Dean’s office team to ensure all pertinent staff remain informed of evolving priorities from the Dean and the Chief of Staff.
• Train the Senior Executive Assistant to the Dean and provide backup and guidance as needed.
• Provide executive‑level staffing for the Dean’s leadership meetings when the Deputy Chief of Staff is absent or upon request.
• Facilitate timely communication of updates; track action items requiring follow‑up.
• Coordinate various administrative activities at the direction of the Deputy COS, including supporting recruitments, onboarding training, job postings, and IT setup.
• Strategic calendar management:
  • Plan and prioritize meetings based on competing demands, including cross‑checking with the Dean’s calendar, and independently identify attendees based on COS priorities.
• Prepare briefing materials for COS meetings, including drafting talking points, checklists, and meeting preparation. Independently conduct research to produce comprehensive materials for weekly meetings with the Dean and regular meetings with the Dean for Academic Affairs, Executive Dean, and members of the Senior Leadership Team.
• Manage and track COS complex project list based on understanding of COS priorities. Reconcile list with calendar to position COS to deliver in a timely manner.
• Independently develop effective project‑management plans/tools and administrative systems to handle a high volume of ongoing deliverables, such as developing a system for tracking annual deliverables.
• Independently draft correspondence and communications that are often confidential on behalf of COS, flagging follow‑up items and providing suggested replies for COS approval and minimal effort.
• Coordinate internal office events and meetings, gathering input from various stakeholders to produce a successful event or productive meeting.
• Prepare agenda, identify venue, prepare budget, and liaise with operations and food services as needed.
• Understand office and university protocols to handle routine situations and use…