Administrative Coordinator

003915SR

School/Unit Harvard Divinity School

Job Function General Administration

Location Cambridge

Job Type Part-time

Salary Grade 054

FLSA Status Non-exempt

Union 55 - Hvd Union Cler & Tech Workers

Term Appointment Yes

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 Harvard Divinity School?

Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides.

Job Summary:

The Administrative Coordinator plays a key role in the day-to-day operations of a new initiative on AI, Ethics, and Religion ves as a central administrative point of contact for the initiative, helping to coordinate activities, information, communications, and follow-up across multiple internal and external stakeholders. Exercises discretion in handling sensitive information and represents the initiative professionally in interactions with faculty, staff, students, and external collaborators.

Under the direction of the Assistant Dean and initiative leadership, the coordinator provides comprehensive administrative, operational, and programmatic support for an initiative of Harvard faculty, post docs, students, staff, and external collaborators. Works closely with Development and External relations to plan convenings, outreach and communication plans. This position requires strong organizational skills, attention to detail, and the ability to communicate effectively.

Job-Specific Responsibilities:

• Provide day-to-day coordination and logistical support for meetings of Initiative research group, events, and programs across the academic year and summer/J-Term periods.
• Assist in scheduling, event setup, registration management, and participant communications.
• Process reimbursements, invoices, and payments using Harvard Buy-to-Pay, Concur, People Soft, and other financial systems.
• Coordinate meeting and event logistics including room reservations, set-up, posters, invitations, outreach, catering, travel arrangements, materials preparation, and technology setup.
• Support on-site and virtual event execution, including troubleshooting and real-time coordination.
• Maintain detailed timelines, checklists, and project tracking tools to support efficient execution.
• Prepare program materials, briefing documents, and communications for participants and speakers.
• Draft and distribute routine communications to internal and external collaborators.
• Coordinate logistics and communications with internal partners including the Dean's Office, Development and External Relations (DER), Communications, Finance, HUIT (IT&MS), and Facilities and Operations.
• Support relationship management by ensuring clear communication and follow-through on program needs.
• Ensure compliance with Harvard financial and administrative policies.
• Provide administrative and logistical support for Office of Academic Affairs (OAA), Dean's Office and Development and External Relations initiatives as directed.
• Assist with special projects as assigned.

Basic Qualifications:

• High school diploma or equivalent.
• Two or more years of administrative, program, event, or project coordination experience, or an equivalent combination of education and experience.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional

Qualifications and Skills:

• Experience in a higher education, academic, research, nonprofit, or similarly complex environment, including coordinating events, meetings, schedules, communications, or activities involving multiple stakeholders.
• Strong organizational, communication, and interpersonal skills, with the ability to manage competing priorities, meet deadlines, maintain accurate records, and follow through on commitments.
• Proficiency with standard office and collaboration tools, including Microsoft Office or Google Workspace, Zoom, shared calendars, and electronic file-management…