Faculty Coordinator

20-Sep-2022

Harvard John A. Paulson School of Engineering and Applied Sciences

59836BR

Job Summary

Reporting to the Assistant Director for Faculty Support and Administration and multiple faculty members,the Faculty Coordinator manages administrative and financial operations for the faculty members and a group of researchers, postdocs and students. Key responsibilities include providing direct support for teaching, research, advising, travel, and related activities. The individual in this role will anticipate and resolve problems and update supervisors on the status of projects and tasks as needed. This position will work closely with SEAS Research Portfolio Managers to support the faculty members and research group on their financial portfolio.

Position Description

Manages complex calendar for faculty and coordinates scheduling and logistics for meetings, postdoc appointments, and travel. Maintains and updates biographical information including CVs and biosketches for faculty. Develops and implements policies and procedures to ensure the effective and efficient administration of the group. Provides general assistance to lab members and advises them on University and federal policies and procedures. Prepares appointments for incoming lab members, including paperwork for visa information data sheets, and manages orientation for new group members. Plans events, including seminars, colloquia, and conferences hosted by faculty. May provide course assistance by maintaining a course website, tracking grades, and managing logistics for semester-end presentations. In addition, there may be opportunities to assist and troubleshoot with online course delivery.

Financial Duties
Uses Harvard financial systems to process transactions, including reimbursements for travel, corporate card payments, purchasing card transactions and supply ordering in Buy2Pay. Manages transactional activitiesfor internal and external vendors. Meets regularly with grant managers to review grant expenditures and provide updates. Coordinates pre-award paperwork amongst all collaborators. Makes sure publications are posted to relevant websites.

Other
Learns new software and systems as needed. Participates in team meetings, trainings, and activities for faculty coordinators.

Basic Qualifications

Three or more years of administrative experience. Education beyond high school may count towards years of experience

Additional Qualifications and Skills

College degree preferred or an equivalent of college level coursework plus relevant experience in an administrative role.

Skills and Experience:

• Experience supporting multiple supervisors strongly preferred.
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment. Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules and travel.
• Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to work flow, and problem solve.
• Strong attention to detail, accuracy, and follow through essential.

Communication:

• Ability to establish effective work relationships across all levels. Excellent customer service and oraland written communication skills.

  Computer Skills:

• Strong proficiency with the Microsoft Office Suite. Competency using a variety of computer software,including Word, Excel, Power Point and Google Suite. Experience with Adobe Suite and Zoom. Possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools. Experience with updating websites and using Harvard financial systems and iProcurement preferred.

Financial:
Solid working knowledge of basic financial concepts and tools (i.e., financial reporting, spreadsheet manipulation) preferred.

Additional Information

• We expect this position to require an on-campus presence in Allston, MA for part of each week. Further adjustments to the schedule may be made due to the evolving situation and/or business reasons. Individual schedules may be discussed during the interview process.
• Please submit a resume and cover letter.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• Harvard requires COVID vaccination and boosters for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” web page: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Job Function

General Administration

Location

USA – MA – Allston

Job Code

403134 Coordinator I

Department

SEAS Faculty and Lab Administration

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.