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Harvard University · 1 day ago

Administrative Coordinator

Cambridge, MA

Full-time

Hybrid

Mid Level

3+ years exp

Harvard University is a vibrant community dedicated to innovation and collaboration. The Administrative Coordinator provides a wide range of administrative support to the Office for Community Support and the Office for Dispute Resolution, ensuring a smooth workflow and managing various administrative tasks.

EducationHigher EducationUniversities

Growth Opportunities

No H1B

Responsibilities

Handling all administrative functions, including but not limited to invoice and reimbursement processing, updating internal record systems, technical troubleshooting and coordinating with IT services, liaising with internal and external vendors, coordinating events, maintaining supply inventories, arranging catering services,and facilitating professional printing requests

Serving as first point of contact for both offices by directing walk-ins to the appropriate CSNDR or ODR staff member with discretion and professionalism; handling incoming calls on the main office lines and redirecting to the appropriate staff member, as needed; answering, screening, and referring incoming calls on the main phone lines to the appropriate staff, as needed; monitoring the main email accounts and relaying correspondence, as directed

Acquiring and maintaining a working knowledge of the University’s policies and procedures addressing discrimination, bullying, sexual harassment and other sexual misconduct as well as internal administrative procedures

Updating areas of ODR’s and CSNDR’s websites and other web platforms on a weekly basis (e.g., calendars of events)

Booking travel and developing travel itineraries for staff

Assisting with event planning; overseeing logistics for large-scale meetings, community forums, etc. such as reserving conference rooms, liaising with media and/or IT services, and compiling presentational materials

Acting as the primary scheduling support for the CSNDR Director and Title IX Coordinator and ODR Director which entails managing complex scheduling, negotiating challenging calendars, unexpected scheduling variables, tight timelines, and varying degrees of pressure to meet objectives. Additionally, compiling a weekly agenda binder for the CSNDR Director and Title IX Coordinator

Assisting with scheduling for CSNDR and ODR staff, as needed

Assisting with case processing, retention, and digitization of case documents to ensure files are processed and maintained, as directed by the Associate Director

Assisting the Associate Director for Administrative Operations in developing and refining business processes and internal guidance documents as office initiatives and operations expand

Providing general upkeep of office appearance, placing work orders with maintenance and janitorial services, etc

Other administrative duties as assigned

Periodic before/after-hour event staffing may be required

Qualification

Microsoft Office SuiteAdobe SuiteConfidentialityEvent planningScheduling supportFluency in SpanishCustomer serviceEditorial skillsOrganizational skillsInterpersonal skills

Required

Three years of related experience

Experience working in a legal, medical, or similar professional environment handling sensitive information and requiring high standards for maintaining confidentiality and careful attention to detail

Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Suite (including redacting PDFs), and have capacity to quickly become proficient in other software and technology used by the offices

Excellent editorial and proofing skills

Excellent organizational and interpersonal skills and can effectively handle competing priorities

Must be comfortable interacting with people from all types of backgrounds and experiences

An intuitive sense of customer service is essential