Administrative Coordinator

Basic Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Minimum of 3 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience

• Demonstrated proficiency with MS Office applications

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Position Description

The Administrative Coordinator will be responsible for, but not limited to the following activities:

• Provides general administrative support to HALC

• Assist in day-to-day HUIT services for the HALC team; computers, phones (desktop & mobile), printers, AV, and peripheral tech, etc.

• Assists in the coordination of HALC staff meetings, department-wide events, internal office relocations, catering, and media needs as necessary.

• Schedule meetings and coordinate meeting logistics, prepare agendas, as well as draft and edit emails, meeting notes, announcements, memoranda, and other general correspondence.

• Arrange travel for staff and invited guests using Harvard preferred travel agencies.

• Responsible for stocking the office supplies and kitchenettes for HALC location, submits service requests and manages vendor response.

• May assist with website updates and changes.

• Develop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.

• Services as departmental coordinator a resource for key business systems: Buy2Pay, Concur, etc.

• Other administrative and programmatic duties as assigned.

Specific responsibilities include:

Scheduling: Schedule meetings for director-level staff as required.

Schedule conference rooms or other locations; working closely with hosting facilities. Prepare budgets for catering or expenses associated with meetings. Secure parking for guests.

Ensure AV equipment is functioning properly before each meeting if in a conference room. Provide necessary props if needed.

Events: Plans departmental events (team, tours, instructional lunch meetings, catering, celebratory events, itineraries, department retreats, holiday party, and other project events. Prepare expense business purposes for all catering / event-related department card transactions.

Travel: Arrange meetings and travel for staff, invited guests, including for conferences, field work travel, and other.

Facilities: Ensuring kitchen is well-stocked and clean; Submits departmental requests for swipe access; Maintains departmental directory (visual and digital). Requests for work orders and keys.

Departmental Administrative Support: Serve as department receptionist, information resource, and provide general administrative assistance for staff and visitors.

Handle department incoming and outgoing mail daily. Manages complex calendars and administrative support for faculty HALC staff, schedules and creates meeting requests. Serve as the main point of contact for departmental IT needs such as copiers/scanners, projectors, etc.

Makes departmental purchases as applicable. Manage department file share permissions and customized access.

Job Summary

Harvard Allston Land Company (HALC) is a subsidiary of the University and will oversee the planning and development for the University's Enterprise Research Campus (ERC) in Allston. The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units and a hotel and conference center.

The Administrative Coordinator reports to the Director of Finance and Operations for HALC. As a member of the HALC team the Administrative Coordinator provides a wide range of complex administrative support duties for HALC.

Serves as the principal administrative contact for internal and external constituencies and provides a high level of customer service in all aspects of work. The Administrative Coordinator serves as principal coordinator for a variety of activities/processes associated with HALC's provision of service and/or activities. Provides, organizes, manages, and implements administrative and logistics support to HALC; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services.

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials.

Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.