Reporting to the Chief Campus Planning and Facilities Officer (CCPFO), the Administrative Coordinator is responsible for providing support including schedule management, and initiating and managing projects within the office of Campus Planning and Facilities (CP&F). This position requires a high level of confidentiality and works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems including customer concerns; and provides updates on projects. The incumbent serves as the central source for information sharing, communication, and coordination across CP&F and is the administrative contact and liaison for internal and external units. The Administrative Coordinator works collaboratively with the CCPFO, the Strategic Initiatives Project Manager and managers within CP&F to ensure that the operations in the departments are maintained and effective in achieving the mission and vision.
Communication, Coordination, and Special Projects
Provides project management support for tasks and projects in support of the leadership team. Advises and makes recommendations to the CCPFO related to the administrative management of the Campus Planning and Facilities Department.
Works with the Strategic Initiatives Project Manager to ensure that all tasks and projects for the CCPFO are in alignment with strategic goals and priorities.
Responsible for drafting and collaborating on department-wide communication and dissemination of information including newsletters, website updates, CP&F news, and announcements, etc.
Organizes and implements administrative systems and procedures and works closely with the Director of Systems and Services and HMS IT to identify and implement management efficiency measures and dashboards.
Negotiates with caterers and vendors for food and activities for participants, managing to a pre-assigned event/function budget.
Assigns and coordinates meetings, AV support, and other facilities.
Evaluates the administrative operational policies and procedures within the office to ensure greater efficiency and initiates and manages efficiency projects through completion.
Provides Executive Administrative Support to the CCPFO
Manages the daily calendar for the CCPFO. Responsibilities associated with calendar management include scheduling meetings, preparing meeting materials and prep prior to meetings, maintaining a high level of confidentiality, planning departmental events; assistance with hiring and onboarding new staff members; and managing select vendor contracts. etc.
Serves as the representative and principal administrative contact and liaison with departmental or program constituents, other universities, government agencies, and other Longwood Institutions and affiliates.
Purchases and maintains inventory of office supplies.
Creates and maintains effective and efficient filing system(s).
Answers and routes phone calls, mail, and e-mail and handles wide-range information dissemination.
Anticipates potential customer service issues and works with the appropriate personnel within Campus Planning and Facilities to resolve the issue in a timely and customer-friendly manner.
Prepares Briefing Materials and Reports
Gathers and maintains data for assisting in running and preparing reports as it relates to specific projects and assignments.
Prepares statistics and reports on important areas of participation, budget, and evaluations.
Research issues and best practices related to policy development and recommend possible new or revised policy statements.
Monitors Budgetary and Financial Documentation
Prepares, maintains and manages financial, personnel, and administrative records.
Provides information, statistics, and analysis on financial matters.
Makes decisions on expenditures and monitors towards a defined budget.
Associate degree and/or 5 or more years of experience
Experience in executive administration/executive assistance
Computer skills with Microsoft Teams, Google Docs, proficiency in Microsoft Word/PowerPoint/Outlook/Excel, Internet research, etc.)
Project coordination experience
Computer skills with software management systems and digital collaboration tools (i.e.: Financial Oracle Applications, Web Voucher, PeopleSoft, and PCard systems, Microsoft Teams, Google Docs, proficiency in Microsoft Word/PowerPoint/Outlook/Excel, Internet research, etc.)
Excellent interpersonal and communication skills
Ability to work independently with minimal supervision
Ability to handle complex and confidential information with discretion
Exceptional customer service skills
Proven ability to prioritize work in an environment with multiple and conflicting interests
Facilitation of communication over a complex group of stakeholders
Have the interest and ability to learn new software programs as needed
Ability to deal with high-stress situations in a diplomatic and professional manner and be able to handle a key communications role in emergencies
Effective analytical and problem-solving skills
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: 53438BR
About Harvard University Medical School
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.