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Location

Cambridge, MA | United States

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Job description

Job Summary

Under the supervision of the Office for Gender Equity (OGE) SHARE Associate Director and Senior Clinical Services Coordinator with a dotted line to the OGE Associate Director for Administrative Operations, the Administrative Coordinator provides a wide range of administrative support to the Sexual Harassment/Assault Resources & Education (SHARE) Team to ensure smooth daily operations of the confidential clinical space.

Position Description

Duties and responsibilities include:

• Staff the front desk to serve as first point of contact within the office; direct visitors to staff members with discretion, and maintain sensitivity to confidentiality; answer, screen, and refer incoming calls on the main phone lines to the accurate resource, as needed; monitor the main email accounts and relay correspondence, as directed.
• Triage streams of ad hoc, often time-sensitive requests from multiple sources.
• Support administrative functions including, but not limited to, the following: process invoice and reimbursements, maintain internal record systems, troubleshoot technical issues and coordinate with IT services, communicate with internal and external vendors, coordinate events, maintain supply inventories, arrange catering services, and facilitate printing requests.
• Acquire and maintain a working knowledge of the University's policies and procedures regarding sexual harassment and other sexual misconduct and internal administrative procedures, as well as related, corresponding community-based services and procedures.
• Update outward-facing content, including on web-based platforms, as needed.
• Book travel and develop travel itineraries for staff.
• Assist with event planning (e.g., Sexual Assault Awareness Month); oversee logistics for large-scale meetings, community forums, workshops, and groups, such as reserving conference rooms, liaising with media and/or IT services, and compile presentation materials.
• Assist with Outlook and Zoom scheduling for the SHARE team staff, as needed.
• Assist with construction and maintenance of an electronic records system in compliance with University, state, federal, and professional regulations.
• Assist the SHARE Associate Director in developing and refining business processes and internal guidance documents as office initiatives and operations expand; ensure SHARE business processes and internal guidance are in alignment with the rest of the OGE.
• Track and manage data, create customized reports, and analyze data related to the SHARE team efforts and initiatives. May require learning programming language specific to the software application.
• Develop and deliver group and individualized training and support on database platform to SHARE team members. Serve as first point of contact to SHARE staff regarding software support. Assist with data entry, as needed.
• Compile information, including data visualization, infographics, and other materials, for presentations and training regarding data software.
• Act as the primary scheduling support for the SHARE Associate Director, which entails managing complex scheduling, negotiating challenging calendars, and handling varying degrees of pressure to meet objectives.
• Assist with conducting research on best practices related to violence prevention and response efforts.
• Provide general upkeep of office appearance, place work orders with maintenance and janitorial services. Other administrative duties as assigned.
• Complete 35-hour Sexual Assault Counselor training.
• Periodic before/after hour event staffing may be required.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:


A minimum of three years of related work experience. Education beyond high school may count toward years of experience.

Additional Qualifications and Skills

• BA or equivalent of relevant experience preferred.
• Experience working in a mental health, 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; capacity to quickly become proficient in other software and technology used by the offices.
• Fluency in Spanish and/or languages other than English.
• 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.

Additional Information

This position is fully on-site, 5 days per week, Monday-Friday.


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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