Reporting to the Director of Administration and Operations, the Administrative Coordinator is an integral member of the Department of Psychology, handling logistical, financial, and administrative tasks to ensure smooth and efficient daily operations.
The Administrative Coordinator job responsibilities fall into several key areas as follows.
Serves as principal contact and source of information for customers of the department, including faculty, researchers, students, staff, and external customers.
Coordinates parking passes, telecom, computers, and other departmental resources.
Advises on university/departmental policy, directing requests to other offices as needed.
Proactively communicates with faculty to ensure timely documentation for new research hires, term extensions, leave requests, and end dates.
Assists with visas, prepares appointments, assists with onboarding, and maintains unit records related to research hires.
Acts as back-up for team members to cover for absences as needed.
Other duties as assigned.
Coordinates communications for the Department.
Makes regular updates to public departmental website and social media, as well as internal collaboration tools (Teams, Slack, SharePoint, etc.).
Determines marketing plans. Designs and distributes promotional event posters.
Coordinates communication around shared spaces (kitchens, conference rooms, etc.).
Assists with departmental newsletter.
Assists with coordinating departmental events (e.g. Fall Harvest Day, Winter Fest, recruitment lunches and dinners, staff lunches, annual holiday party, Visiting Committee arrangements, senior faculty retirements, etc.).
Assists with faculty searches and promotions by placing job ads, arranging travel, processing reimbursements, and organizing dossier materials.
Processes faculty reimbursements and other payments.
Oversees non-personnel budget for departmental operating funds.
Oversees departmental restricted funds by tracking budgets, commitments, and actual expenses.
Manages departmental corporate card and purchasing card, reconciling expenses and processing timely payments in accordance with University and local policies and procedures.
Processes expenses associated with departmental visitors and events, including honoraria and travel expenses for speakers and other invited guests.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3 years of administrative experience. Education may count toward experience.
College background plus 3 or more years of administrative experience, including financial experience in higher education preferred. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Strong computer competency, including MS Word and Excel, as well as the ability to learn new technology quickly. Capacity to adjust to shifting priorities and work on multiple tasks simultaneously. Strong organizational skills; accuracy and attention to detail essential. Excellent written and verbal communication skills. Must be able to work independently and as part of a team.
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: 53995BR
About Harvard University Faculty of Arts and 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.