Coordinator II

Basic Qualifications

• At least 5 years of related professional, executive-level administrative support experience.

• Must have experience in an academic setting.

• Strong technical skills and experience with MS Office Suite (Outlook, Word, Excel, PowerPoint), financial operating platforms (e.g., Concur, Buy2Pay or equivalents), Zoom, and similar software tools.

• Ability to work full-time, on-site, as well as occasional overtime with advanced notice for special events.

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.

Compensation Range: Grade 55

Salary Ranges: https://hr.harvard.edu/salary-ranges.

Salary is based on related experience, expertise, and internal equity. Generally new hires can expect compensation between the minimum and midpoint of the range.

Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.

Commitment to Equity, Diversity, Inclusion, and Belonging: We are dedicated to being a community within which self-respect and mutual respect are understood and practiced, HSDM believes that compassion, fairness, and trust are fundamental values that enable our individual and collective well-being. We recognize the diversity of individuals within the community to be an essential ingredient to an inspiring, vigorous, and exciting culture. And we recognize that ethics and integrity provide the framework for all of our efforts. HSDM Mission, Vision, and Core Values

Position Description

• Serves as the first point of contact for the Office of the Dean with the utmost professionalism; responds to phone, email, and walk-in inquiries; develops and maintains general departmental and School knowledge; answers questions and direct inquiries appropriately; creates and maintains a welcoming office environment for all constituents.

• Provides high-level administrative support to the Dean including but not limited to complex calendar management, annual reporting, planning and executing travel arrangements, meeting scheduling, expense tracking, purchasing, processing invoices and reimbursements, reconciling departmental budget, maintaining departmental records, mail processing, ordering supplies, and performing similar functions.

• Owns responsibility for managing the calendar for the Dean. This work includes scheduling complex group meetings and individual appointments, proactively managing conflicts as they arise, triaging and referring meeting requests, and regularly communicating updates to relevant stakeholders.

• Creates and manages the Dean's daily briefing binder by acquiring and interpreting pre-reading materials, agendas, meeting and event briefings, and notes for the week's meetings. Proactively anticipates materials needed and reaches out to meeting participants/organizers to ensure materials are provided in advance.

• Manages independent projects as needed, often handling multiple projects at once; determines priority, solicits assistance or determines how to delegate, resolves problems that arise, and ensures project completion in a timely fashion.

• Coordinates meetings and high visibility projects, committees, and events; organizing agendas, taking meeting minutes and documenting and monitoring action items, and planning to ensure all runs smoothly, and participates in programming as necessary.

• Assists with HSDM events; creates and manages meetings and events budgets as requested; works collaboratively on events and activities with internal and external constituents.

• Proofreads, researches, drafts and routes correspondence; collects and analyzes information.

• Prepares, edits and coordinates presentations and executive communications by the Dean in close coordination with Chief of Staff. Contributes content and copyediting support tailored to audience type.

• Assists with monitoring and managing multiple HSDM email accounts and listserv moderation, distributes school-wide correspondence, and updates intranet and SharePoint files, and website as requested.

• Acts as an integral member of a three-person dean's office team, helping out as needed on projects and coverage.

• Anticipates the needs of the office and takes action proactively, thinking creatively and strategically, when problem solving.

• Designs, organizes, and implements administrative systems and procedures necessary to support duties, maximizing use of technology available.

• Provides back-up administrative support to the Dean of Administration and Chief Operations Officer as needed.

• Contributes to the mission and vision of HSDM and models the School's core values in all facets of the work.

• Performs other related duties as assigned or requested.

Job Summary

The Executive Assistant to the Dean performs complex administrative duties with the highest degree of confidentiality and exceptional judgment. They will work in a highly-visible fully on-site position, and provide critical, high-level administrative and project management support to the Dean, the Chief of Staff and other senior administrative staff. The Executive Assistant will serve as a central liaison to high-level University officials, faculty, scholars, academic medical center leadership, administrators, staff, and other external constituents, maintaining the highest levels of professionalism.