Administrative Coordinator, IT

• Salary Grade: 055
• Department:
  Information Technology
• FLSA Status:
  Non-exempt

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.

Harvard Business School (HBS) IT is a nimble, innovative, strategic partner who crafts, delivers and supports pioneering technology solutions that connect, enable and inspire the HBS community to educate leaders who make a difference in the world. Visit our website for more information: http://(Use the "Apply for this Job" box below). .

Job Summary:

Are you excited by the idea of joining a world-class organization at the intersection of higher education and business? Can you see yourself supporting an executive team of dynamic technology leaders? If so, consider joining our team! The Organizational Effectiveness team is an integral part of the Information Technology department in support of HBS's mission to educate leaders who make a difference in the world.

The Administrative Coordinator, IT reports to the Managing Director, Organizational Effectiveness (OE) within HBS IT’s OE team and works closely with the Office of the CIO (OCIO). This role is the primary point of contact for the Chief Information Officer (CIO), serving as the gatekeeper between the OCIO and School/University leadership.

The ideal candidate can handle many complex and confidential situations for the CIO, and demonstrates sound judgment, initiative, and responsiveness. Success in this role requires the ability to manage competing priorities, and proactively reprioritize as needed. An individual with a strong executive presence and excellent attention to detail will thrive in this role.

Job-Specific Responsibilities:

• Provide detail-oriented management of the CIO’s complex calendar by scheduling meetings, balancing priorities, anticipating the CIO’s needs, and proactively resolve scheduling conflicts
• Attend OCIO and IT Leadership Council (ITLC) meetings, prepare agendas, capture quality notes and key takeaways, and track status of action items with owners to ensure timely follow-up and resolution
• Monitor tasks to be completed by the CIO (i.e., follow-up phone calls and emails, correspondence, reports in progress) to ensure the CIO meets deadlines and expectations
• Monitor, prioritize, and manage the CIO’s high-volume inbox; flag urgent technical alerts or system incidents, independently resolve routine inquiries, and draft concise responses to support the CIO's daily focus
• Provide administrative support for high-priority projects and initiatives under the OCIO and ITLC including process development, implementation, and management
• Lead execution of department-wide events based on guidance from CIO, in partnership with Managing Director, Organizational Effectiveness and team
• Arrange travel, lodging, and detailed itineraries
• Track expenses, process invoices, and compile expense reports for travel and other business-related purchases
• Provide scheduling assistance and logistical support for the OCIO, including inbox management and support for ITLC events
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
• Complete other responsibilities as assigned

Basic Qualifications:

• High school diploma, GED, or equivalent is required
• Minimum of five years of experience in administrative support role(s) and/or relevant experience is required
• Education beyond high school may count towards experience
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is a…