Administrative Coordinator

Overview

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 Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program and Ph.D. programs, classrooms, and research centers. The FAS supports a community of academic excellence across liberal arts and sciences disciplines and aims to foster ambition, curiosity and a shared commitment to knowledge and truth.

Job Summary: The Administrative Coordinator serves as the principal administrative contact for the Davis Center for Russian and Eurasian Studies. This position serves as front office point-of-contact and office manager, supports communications-related activities, and provides high level support for the center’s leadership team, including development-related activities. This position reports to the Director of Administration and Finance of the Davis Center with a dotted line to the Associate Director.

• Executive Support for Senior Leadership Provides a wide range of administrative support to Center leadership, primarily the Faculty Director and Executive Director, and secondarily, the Associate Director and Director of Administration and Finance. Administrative support for Davis Center committees including scheduling, logistical support, preparing layout of agenda and meeting materials, and tracking follow-up action items. Sends emails to constituents on behalf of Center leadership.
  
  Organizes information for presentation and reports. Coordinates travel logistics.
• Development and donor relations Responsible for administrative tasks supporting the life cycle of fundraising and stewardship activities. Updates and maintains donor records. Reconciles data generated by the Harvard development office with the DC database. Processes incoming donations, prepares both standard and personalized acknowledgements. Creates reports for senior leadership on donors and giving history. Assists with annual fundraising appeal. Assists with creating development and stewardship collateral materials.
• Communications Supports Davis Center communications. Updates and uploads content on DC website. Supports production of email newsletter, lays out campaigns in Mail Chimp. Supports other communications projects on an ad hoc basis.
• “Front Office” and Office Management Principal administrative contact for the “front of house,” greeting and orienting guests to the center, answering the center’s phone. Sorts Davis Center mail. Monitors DC primary email account. Onboards new staff. Responsible for office functions related to space, keys, furniture, equipment, telephones, computers and computer supplies, office supplies, mail, Fed Ex, and copiers; maintains the work room, supply closet, kitchen, and all public spaces;
  
  serves as departmental IT coordinator; serves as liaison to Harvard and FAS departments supporting these functions (i.e. IT support services, telecom, directory services, parking office, physical resources, etc.).
• General Administration Responsible for supporting coordination of Davis Center resources related to technology/ applications/resources. Administers the Center’s communications and workflow systems, such as Teams, SharePoint, Listserv, Calendar, and Email. Trains staff on their use. Maintains mailing lists used by center programs and administration. Serves on DB oversight committee, serves as a “superuser” of DB, helps train new employees, and helps ensure integrity of the data.
  
  Develops electronic systems and workflows for scheduling, records management, and other administrative tasks. Maintains departmental files in accordance with Harvard Depository and Archive established guidelines.

• This is a term appointment 2 years from start date
• This is a full-time, on-site at least 4 days per week in office. Position located in Cambridge, Massachusetts. Overtime may be…