Administrative Coordinator

Harvard University

Cambridge, MA

ID: 7062596
Posted: December 5, 2019
Application Deadline: Open Until Filled

Job Description

Job-Specific Responsibilities

This Administrative Coordinator will provide key administrative support for the Center for Public Leadership (CPL), reporting to the Director of Finance and Operations and working in close collaboration with the Assistant Director of Finance and Operations. The candidate will be a key member of the Center’s finance and operations team. Responsibilities include, but are not limited to:

General Operations:
Coordinating all faculty and staff onboarding and offboarding;
Maintaining the team’s general finance/ops e-mail inbox;
Overseeing CPL’s physical mailboxes and incoming mail;
Overseeing inventory levels and managing supply replenishment orders for the CPL kitchens, common areas and storage rooms;
Coordinating logistics and scheduling for internal and external meetings. This will include creating meeting requests, booking conference rooms/meeting locations, ordering food, and/or booking travel arrangements for visitors/guests when needed;
Filing, organizing and managing Center records and keeping select databases up-to-date (i.e. staff directory, computer and telephone leasing records, onboarding/off-boarding checklists, list-servs, calendars, etc.);
Maintaining CPL’s internal finance and operations website;
Typing out business processes, policies and checklists per the direction of supervisor;
Coordinating and communicating team’s collective goals, timelines and process guides;
Assisting with document preparation for various meetings/trainings/workshops as directed;
Preparing and tracking general maintenance work orders related to the following: cleaning requests, furniture removal/moves, temperature adjustments, light bulb replacements, etc.;
Serving as CPL’s point-of-contact for issues related to the following: telephones, computers, common area printers and copiers;
Assisting supervisor on special projects such as annual IT leasing/telephone allocations & space utilization;
Answering CPL’s main phone line;
Providing general administrative support to the finance and operations team;
Contributing to Center’s goals by accomplishing other related clerical, reception, and operations duties as needed.
Human Resources
Assisting with paperwork preparation for new staff hires (org chart, FTE form, etc.);
Assisting with appointment renewals when needed;
Filing and organizing confidential material on shared drive;
Sending out weekly PeopleSoft time approval reports.
Financial Support
Providing ad hoc financial support to the center’s finance and operations team;
Assisting with vendor payments, invoices, journal entries, credit memos, corporate card reconciliations, and reimbursements, credit vouchers, etc. when directed;
Providing guidance to faculty and staff on Center and University policies and procedures when needed;
Assisting with post-award activities for a small portfolio of sponsored and non-sponsored funds;
Assisting with preparation of grant proposals.

Basic Qualifications

2 years of relevant experience is required.


Additional Qualifications

Bachelor's degree or equivalent experience strongly preferred. Must possess problem-solving skills, as well as strong writing, editing, and verbal communication skills. Excellent customer service skills required. Ability to manage conflict and navigate difficult situations effectively. Must be able to handle several projects simultaneously, prioritize tasks from multiple sources, and successfully manage frequent deadlines. Ability to work both independently and as a member of a team in a fast-paced environment is critical. Excellent interpersonal skills required, as person will act as a representative for CPL to external audiences. Web editing skills a plus, as is a sense of humor. Knowledge of Harvard University systems and familiarity with Kennedy School environment preferred.



 

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