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.

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 University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard Allston Land Company (HALC) is a subsidiary of the University and oversees the planning and development for the University’s Enterprise Research Campus (ERC) in Allston. Initial focus is to develop 14 acres of the ERC, which includes new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, a hotel and conference center.

The Administrative Coordinator reports to the Director of Finance and Operations for HALC. As a member of the HALC team the Administrative Coordinator provides a wide range of complex administrative support duties for HALC. Serves as the principal administrative contact for internal and external constituencies and provides a high level of customer service in all aspects of work. The Administrative Coordinator serves as principal coordinator for a variety of activities/processes associated with HALC’s provision of service and/or activities.

Provides, organizes, manages, and implements administrative and logistics support to HALC; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services.

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepare detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally.

Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.

• Provides general administrative support to HALC
• Assist in day-to-day HUIT services for the HALC team; computers, phones (desktop & mobile), printers, AV, and peripheral tech, etc.
• Assists in the coordination of HALC staff meetings, department-wide events, internal office relocations, catering, and media needs as necessary.
• Schedule meetings and coordinate meeting logistics, prepare agendas, as well as draft and edit emails, meeting notes, announcements, memoranda, and other general correspondence.
• Arrange travel for staff and invited guests using Harvard preferred travel agencies.
• Responsible for stocking the office supplies and kitchenettes for HALC location, submits service requests and manages vendor response.
• May assist with website updates and changes.
• Manages the HALC SharePoint portal.
• Develop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.
• Services as departmental coordinator a resource for key business systems:
  Buy2
  
  Pay, Concur, etc.
• Other administrative and programmatic duties as assigned.

Scheduling: Schedule meetings for director-level staff as required. Schedule conference rooms or other locations, working closely with hosting facilities. Prepare budgets for catering or expenses associated with meetings. Secure parking for guests. Ensure AV equipment functions properly before each meeting if in a conference room. Provide necessary props if needed.

Events: Plans for departmental events (team, tours, instructional lunch…