Within the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), the Institute for Applied Computational Science (IACS) is the home for students and faculty who are tackling major challenges in science and the world through the use of computational methods and data science. IACS trains graduate students to solve real-world problems and conduct innovative research by using mathematical models, algorithms, systems innovations and statistical tools.
The Administrative Coordinator is an integral member of the IACS team, handling logistical, financial, and administrative tasks that support IACS programs and staff to ensure smooth and efficient daily operations of the Institute. This position reports directly to the IACS Manager of Student Engagement and Programs, and will interact with a wide variety of people, including staff, students, faculty, visitors, speakers and other vendors.
Institute Programs/Activities Support:
Coordinate IACS's community building events and activities, including the Seminar series, the Welcome Reception, the Graduation Reception, and annual Computefest Workshops and other events.
Assists with the coordination and logistics for student activities such as IACS student tech treks, orientation activities, and recruiting visits from companies.
Handle speaker arrangements/travel; arrange space, custodial and audio-visual services; secure permissions for recording; distribute calendar, e-mail and newsletter announcements; make catering arrangements; negotiate with vendors; manage pre-assigned budgets; process reimbursements and invoices.
Support IACS courses and faculty (lecturers and others) as needed, by example by preparing and distributing course information, ordering supplies, and managing space and catering requests for course-related activities.
Provide general administrative support for all IACS staff, including non-ladder faculty and research associates. May include meeting scheduling/calendar management, travel arrangements, reimbursements, balancing corporate cards, handling correspondence/communications, preparation of reports, special projects and/or technical assistance.
Serve as an information resource and guide for newcomers. Manage appointments and office space for visitors and arriving scholars, and arrange access to computational resources, supplies, Harvard IDs, building access, etc.
Coordinate with IT, Facilities, and other staff to discontinue visitor accounts, building access, and other privileges as needed.
Advise visitors on Harvard policies and regulations.
Manage procurement of supplies, furnishings, and equipment, including the placing/coordinating service requests.
Assist with preparation of data use agreements and proposal development for industry partnerships and internship development. Research and report on funding opportunities, compiling the appropriate documentation, and tracking submission requirements and deadlines. May also assist with the preparation of grant proposals.
Serve as point person for general IT issues, including desktop and network support and network access for IACS staff and an increasing population of students and researchers, and maintenance of equipment and software registration records.
May supervise interns and student research and clerical assistants, including training, scheduling, and distribution and management of work assignments.
Maintain financial records, monitor budgets and provide research, statistics, and analysis on financial expenditures and budget projections.
Working with SEAS finance, prepare and review quarterly financial reports.
Process expense reports, internal billings, corporate card reconciliations, and other financial transactions. Review all IACS expenses and activities for compliance with relevant University and government regulations and policies and notifies manager and other relevant staff of any potential problems.
Serves as a liaison to the SEAS Finance Office. Attends meeting/trainings hosted by SEAS Finance and stays current on Harvard's financial and travel policies/systems, providing regular updates for IACS staff and visitors.
Manage IACS's social media platforms, including posting IACS activities and events, and curation and management of all published content (images, video, and written). Arrange video recording services, and manage video content, including video editing, uploading, archiving, preparation of video segments, and harvesting metadata.
Maintain and update IACS's electronic communication vehicles, including program websites, mailing lists, and other publishing platforms. Serve as the front-line contact, responding to and redirecting inquiries and requests for information about IACS programs and activities. Ensure that IACS promotional and advertising efforts are in compliance with the Trademark Office Guidelines.
A cover letter and resume are required to be considered an applicant for this role.
The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
School of Engineering and Applied Sciences (SEAS) The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.
Institute for Applied Computational Science (IACS) IACS, as part of the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), is strongly committed to creating and supporting a diverse workforce. Respect and fairness, kindness and collegiality, and trust and transparency are among the values we espouse and promote in our workplace culture. We work hard to ensure a healthy, inclusive, and positive environment where everyone does their best work in support of Harvard's mission.
Commitment to Diversity SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
Many SEAS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
High school diploma or equivalent plus a minimum of 3 years of related experience. Education beyond high school may count towards years of experience.
College degree, or an equivalent of college level coursework strongly preferred.
Essential skills and abilities include:
Organizational and time management skills, the ability to take initiative, prioritize work, and work independently with minimal supervision.
Excellent communication, problem solving and interpersonal skills. Strong attention to detail, accuracy, follow-through, timely completion of tasks, and dependability
Ability to learn and adapt to new systems quickly including emerging office technologies and financial and communication tools.
Proven skills in Microsoft Office Suite and comfort with online content management and database systems.
Experience with the following software is preferred: Google Apps, Mailman list-management software and Adobe Creative Suite products for desktop publishing.
As IACS continues to grow, an interest in taking on new responsibilities and developing new skills will be important.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 53140BR
About Harvard University John A. Paulson School of Engineering and Applied Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.