Administrative Coordinator

Position Summary

Reporting to the Assistant Director of Student Programs & Chaplaincy, the Administrative Coordinator provides administrative and logistical support for the department. This role performs a wide range of complex administrative, financial, and event‑support duties. The coordinator acts as the primary financial systems user for the department, supports the Executive Director’s schedule and courses, and manages the administrative lifecycle of Harvard Chaplaincy requirements and student grants.

• Financial Operations & Systems: Serves as the department’s primary power‑user for Harvard financial systems. Processes all Concur reimbursements, manages B2P vendor invoices, and holds/reconciles the departmental Corporate Card.
• Executive, Academic & Fellowship Administration: Provides comprehensive logistical support for the Executive Director’s academic courses and the RSEL Fellowship. Maintains all fellowship‑related administrative data (attendance, grading logs, material distribution, and session recording) to optimize the Executive Director’s capacity for high‑level student mentorship.
• Environment Architecture & Hospitality: Ensures the physical environment for all RSEL events reflects departmental values of hospitality and pluralism. Coordinates catering (with specific attention to religious dietary requirements), room bookings, and aesthetic setup to foster an inclusive and sacred space for dialogue.
• Chaplaincy Administration: Monitors central interfaith inboxes. Schedules logistics for the monthly chaplains’ plenary meetings and processes onboarding paperwork and internal rosters for new chaplains.
• Event Logistics & Evening Support: Provides comprehensive logistical support for all programming, including venue booking, catering, and A/V coordination. Acts as the primary staff presence for regularly occurring evening student programs (including Fellowship sessions) and occasional weekend community gatherings.
• Grant Lifecycle Management: Maintains and tracks donations and donor information (in coordination with Development), prepares routine donation acknowledgments, and compiles data for quarterly and annual donor reports.
• General Operations: Provides for the smooth day‑to‑day flow of communications, including greeting visitors and ordering office supplies. Maintains the department website, digital records, and CRM data entry to support outcome harvesting.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• A minimum of 3 years of relevant administrative experience in an office environment. Proficiency in Microsoft Office Suite and collaborative software.

College degree preferred. Proficiency with Harvard financial systems (Concur, Buy2

Pay) and scheduling software. Strong customer service orientation. Familiarity with diverse cultural and religious dietary requirements (e.g., Kosher, Halal) and holiday observances is highly desirable.

• Term Appointment End Date: 6/30/2027
• Standard Hours/
  
  Schedule:
  
  35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings:
  Identity
• Other Information:
  • Non-standard work week; regular schedule includes at least one to two evenings per week (e.g., Tuesday/Thursday shifted schedule) to support departmental programming and student events.
  • This position will have a 3-month orientation and review period.

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non‑Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard‑designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts.

Additional details will be discussed during the interview process. Certain visa types and funding…