Position Description

The Administrative Coordinator in the Office for Faculty Affairs (OFA) reports to the Administrative Manager. The person in this position manages a portfolio of varied administrative tasks across several domains for the department and assists with other key administrative projects that benefit HMS.

Responsibilities in this role include:

Endowed Professorship administrative documentation management

• Manage endowed professorship correspondence workflow.
• Monitor department email accounts for related action items.
• Draft incumbent congratulatory letters and email correspondence.
• Ensure appropriate documentation of final correspondence in accordance with GRS.
• Collaborate with Administrative Manager to clear record keeping backlog; locate missing required documentation.

Faculty File Digital Record Management

• Manage active record documentation logistics.
• Organize external outreach for faculty awards and obtain documentation for faculty file.
• Methodically complete detailed clean-up projects.
• Maintain records on status of assigned projects.
• Assist with management of historic paper files and ongoing digitization efforts.
• Prepare files for annual transfer to the HMS Countway Library Archives.

Faculty of Medicine Administration

• Manage distribution of honorary degrees to new HMS professors.
• Serve as a liasion and information source for communications with Office of the Governing Boards, faculty members, other event support staff.
• Coordinates communication directly with faculty; arranges for deliveries.
• Tracks status of all outreach and distribution for departmental reference.
• Monthly management of timely recognition of newly appointed professors on the OFA website page.

Other Administration

• Support OFA hosted events, e.g., reserve parking, materials prep, room setup/ breakdown.
• Maintain monthly record keeping of CAD discussion items.
• Other projects as needed.

Basic Qualifications

3 or more years of experience. Higher education may count towards experience.
 

Additional Qualifications and Skills

• Demeanor and ability to interact with wide range of individuals across levels.
• Excellent writing skills and attention to detail.
• Outstanding organizational and multi-tasking skills.
• Must work well independently and as part of a team.
• Demonstrated track record meeting deadlines, adjusting to changing priorities and handling confidential material with a high level of discretion.
• Proficient in Word, PowerPoint and Excel.
• Experience in Access a plus.

Additional Information

Please note this is a part-time, 17.5 hours (.5 FTE) per week position.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.