Administrative Coordinator III; EALC)

• Salary Grade: 056
• Department:
  Arts and Humanities - East Asian Languages and Civilizations
• 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.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth

C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Administrative Coordinator (AC) provides general administrative and operational support to the academic unit, and may assist or lead departmental projects and initiatives under the guidance of the Director or Executive Director. The AC also provides administrative and project support to the Chair. Strong in-person presence required.

The Administrative Coordinator supports the Department Chair and DA/ED in implementing the strategic priorities of the department. Independently responsible for administrative coordination of an administrative grouping, anticipating and resolving problems independently. Has primary responsibility for office management, departmental projects, events, programs or conferences. Under the guidance of the DA/ED, may independently lead projects and programs for the grouping.

Job-Specific Responsibilities:

Office Administration

• Provide general administrative support to the grouping and faculty in the grouping.
• Track and maintain departmental records.
• Coordinate faculty leave request process on an annual basis.
• Assist in unit personnel management and on-boarding; may train, assign and direct work for support staff, students, LHTs, and temps. May serve as back-up time approver.
• May provide support, as needed, for departmental activities, such as coordinating research appointments, hosting seminars/visitors, managing the course catalog, and directing faculty to appropriate central services, if applicable.
• As needed, provide day-to-day support to the department such as ordering supplies, submitting expenses, and sorting mail.
• Demonstrated discretion when handling confidential department matters.
• May serve as a departmental liaison to the centralized communications team by gathering and coordinating unit-specific content, updates, calendars, contact information, and other materials needed to support timely and accurate communications.
• May perform other related duties as assigned, including space management and room scheduling activities, systems management and liaising with HUIT, and front office coverage if applicable.

Event and Program Support

• May coordinate and support a variety of department-wide events and/or meetings, working with central services if applicable.
• Under the general guidance of the DA/ED, serve as the lead administrator for grouping-level projects or programs.
• Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics.
• Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents).
• May coordinates and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
• May perform other related duties as assigned

Working Conditions:

• May be expected to work on campus up to 4 days per week.

Basic Qualifications:

• Minimum five years of administrative or customer support experience.

Additional

Qualifications and Skills:

• Strong organizational and time management skills.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Professional written and verbal communication skills.
• Discretion and sound…