Job Information
Harvard University Administrative Coordinator in Cambridge, Massachusetts
66920BRAuto req ID:66920BRJob Code:403134 Coordinator I Department Office Location:USA - MA - Boston Business Title:Administrative CoordinatorSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
What you'll need:
- Three or more years of administrative experience required. Education may count toward years of experience.
Additional Qualifications and Skills:
Desirable Skills
Bachelor’s degree strongly preferred
Familiarity with HCOM and other Harvard Financial systems is a plus;
Can become proficient with new systems quickly.
Mastery of zoom and other video-conference tools strongly preferred Strong ability to function in a fast-paced entrepreneurial setting required
Excellent communication and writing skills
Demonstrated proficiency in handling sensitive and confidential matters with discretion
Proficient in multi-tasking and prioritizing competing demands
Anticipates problems and proactively works to resolve them
Provides creative solutions to complex administrative tasks
Additional Information:
Harvard is unable to provide visa sponsorship for this position.
Why you’ll like working with us:
At the Wyss Institute, you’re a member of a supportive, dynamic community that is united by its shared goal of changing the world through groundbreaking technology development and commercialization. We encourage your professional growth and development through mentorship and tuition reimbursement to support continued learning, and more. We also support your physical, financial, and mental well-being through generous time off benefits, gym reimbursements, and other programs offered through Harvard. Our facility is located in a new, state-of-the-art life sciences building in the lively Fenway neighborhood, where you have access to multiple amenities including a roof top terrace with stunning views of Boston and proximity to numerous restaurants and cultural attractions. We value an inclusive and diverse workforce, and believe that our differences enrich the work environment for all.
Not ready to apply? Join our talent community (https://app.jobvite.com/TalentNetwork/action/campaign/w/NzM5MzA) to stay up to date on career information and the latest news from the Wyss Institute.
Department:Wyss InstitutePre-Employment Screening:Identity Schedule:Monday - Friday, 9am - 5pmJob Function:General Administration Position Description:
What you'll do
Provide meeting management and scheduling for members of our staff and Faculty
Participate in staff meetings as requested to record minutes and identify and resolve any administrative challenges.
Assist faculty and staff with organizing letters of recommendation, patent documentation, CV, manuscript, and grant preparation/proofreading.
In conjunction with the Administrative Services team, provide reception desk coverage, office supplies ordering, parking validations, packing slips, reimbursements and credit card reconciliations, maintain copy machine equipment, coordinate laboratory shipments and triage the request ticket system daily.
Provide audiovisual support and expertise in meetings and presentations with internal and external stakeholders
Assist with mentoring/training of new Administrative Services team members
Provide travel coordination and catering support for staff
Provide other administrative duties as requested
Demonstrate a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others
Proactively track which Wyss staff require a new Biosketch or updates to an existing Biosketch
In collaboration with the Senior Manager of Administrative Services, extract data from STAT ticketing system and organize data to track team metrics and efficiency
Demonstrate a commitment to the Wyss Institute’s community values of courage, collaboration, innovation, impact, diversity, and respect through actions, interactions, and communications with others
School/Unit:Wyss Institute at Harvard University 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.Working Conditions:This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.Job Summary:
About us:
The Wyss Institute’s mission is to transform healthcare and the environment by emulating the way nature builds. We harness the imagination of academia and the focus of industry to translate ground-breaking technologies into commercial products that solve big problems. We support research that universities, companies, and venture capital firms don’t fund because they view it as too risky. We prefer to use the word “challenging,” and we love challenges. For more information discover our technologies (https://wyss.harvard.edu/technologies/) , catch up on our recent news (https://wyss.harvard.edu/news/) , or watch our latest videos (https://wyss.harvard.edu/multimedia/) .
About you:
You are a collaborative, impact-focused problem solver who wants to be part of a dynamic team dedicated to creating and commercializing novel approaches to global challenges in healthcare and sustainability. You want the opportunity to innovate and apply your knowledge to tackle projects in a fast past-paced, entrepreneurial environment. You enjoy working with highly motivated, diverse teams and leveraging your expertise to create innovations that can change the world.
About this Role:
The Wyss Institute seeks a talented and experienced individual to join our community as an Administrative Coordinator. Reporting to the Senior Manager of Administrative Services, you will provide a variety of administrative support duties to faculty, our Advanced Technology Team (ATT) of Scientists and Engineers, our Strategic Engagement Team and other staff. You will work with minimal supervision and demonstrate a high level of resourcefulness and independent judgement.
Commitment to Equity, Diversity, Inclusion, and Belonging:As a collaborative organization, we at the Wyss Institute know that great innovation happens when diverse perspectives come together to solve problems. As a result, we are committed to cultivating and preserving a culture of inclusion and connectedness both in and out of the lab. When recruiting for our team, we welcome the unique contributions that you will bring in terms of education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, religion, disability, and sexual orientation. We believe these differences in background, experience, and perspective enrich our work environment and are essential to our mission of solving complex problems through technology development and translationBenefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-EC1Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.