Administrative Coordinator | Harvard University Administration
Harvard University Administration
Location
Cambridge, MA | United States
Job description
Job Summary
The Salata Institute for Climate and Sustainability develops and promotes durable, effective, and equitable solutions to the climate change challenges confronting humanity. The Institute pursues its mission by strengthening the Harvard-wide community of scholars, students, practitioners, and staff working toward climate solutions by providing a home for research, teaching, and engagement in climate and related environmental issues.
The Administrative Coordinator provides essential administrative and operations support to a growing organization by collaborating with the Executive Director in supporting strategic initiatives to enhance the overall efficiency and effectiveness of the Salata Institute.
The Coordinator's responsibilities involve operations, human resources, procurement, and other administrative support. As part of the Institute's core team, the Coordinator is expected to assist in developing policies and business processes, as well as to help cultivate a mission-driven organizational culture of collaboration, creativity, respect, diversity, and inclusion. It is essential that the person in this position have a strong work ethic, be flexible and adaptive to change, and demonstrate professionalism and enthusiasm for the endeavor.
Position Description
Responsibilities:
- Provide administrative support to the Executive Director to enhance the overall efficiency and effectiveness of the Salata Institute.
- Serve as a key liaison between the Executive Director and various stakeholders, ensuring effective communication and coordination.
- Provide high-level administrative support, including managing schedules, handling confidential information, and preparing briefing materials.
- Conduct research and generate reports to support decision-making processes.
- Assist with special projects and initiatives, ensuring timely and successful completion.
Human Resources:
- Assist with the onboarding process for employees, Salata fellows, and visiting scholars, addressing concerns related to office space, computer hardware, system access, and work processes.
- Coordinate travel and lodging arrangements for job candidates and other visitors to the Institute.
- Work with central administration to appoint or extend appointments for Salata Fellows, hire research assistants and student interns.
Operations:
- Manage the use of the Salata Institute's leased space at the Harvard Kennedy School, including the reservation of conference rooms. Liaise with HKS Security as needed.
- Coordinate with Harvard Kennedy School Operations to address maintenance concerns.
- Represent the Salata Institute in space planning discussions with relevant units at Harvard University.
- Ensure the professional appearance of the Institute's space by supporting the adherence to space usage policies, and under the direction of the Executive Director, incorporate elements such as art, plants, and signage. Assist visitors with logistics, including notifying security, arranging temporary office space, and providing Wi-Fi access.
Contracting:
- Procure products and services that are necessary for the efficient operation of the Institute.
- Support Salata Institute managers in the contracting process by liaising with Strategic Procurement and the Office of General Counsel.
Other Administrative Support:
- Collaborate with the Financial Analyst to collect progress and final reports from Salata Institute grantees and assist the Executive Director in managing grant awards.
- Support the annual update of disclosure information for Salata Institute's Faculty Associates, soliciting and tracking submissions from faculty.
- Schedule staff meetings and collect agenda items.
- Assist the Institute's Communications team with day-of staffing for Institute events.
Basic Qualifications
Candidates MUST meet the following basic qualifications to be considered for this role:
5 years of related experience. Education beyond high school may count towards experience.
Additional Qualifications and Skills
The following qualifications are strongly preferred. If you meet some, but not all of them, you are still encouraged to apply; we value employees with a willingness to learn .
Bachelor's degree is strongly preferred.
Demonstrated interest in climate change and sustainability.
Strong written and oral communication, and organizational skills.
Warm, enthusiastic, and collaborative work style.
Additional Information
- Please provide a cover letter with your application.
- The position is based on the Harvard University campus with the option of working remotely part of the week.
- Harvard University requires pre-employment reference and background screening. Harvard University is unable to provide work authorization and/or visa sponsorship.This position has a 90-day orientation and review period.
Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).
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.
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