Administrative Coordinator

Administrative Coordinator Reporting to the Assistant Director of Student Programs & Chaplaincy, the Administrative Coordinator provides administrative and logistical support for the department. This role performs a wide range of complex administrative, financial, and event-support duties. The coordinator acts as the primary financial systems user for the department, supports the Executive Director's schedule/courses, and manages the administrative lifecycle of Harvard Chaplaincy requirements and student grants. Principal duties and responsibilities include: Financial Operations & Systems: Serves as the department's primary power-user for Harvard financial systems. Processes all Concur reimbursements, manages B2P vendor invoices, and holds/reconciles the departmental Corporate Card. Executive, Academic & Fellowship Administration: Provides comprehensive logistical support for the Executive Director's academic courses and the RSEL Fellowship. Maintains all fellowship-related administrative data (attendance, grading logs, material distribution, and session recording) to optimize the Executive Director's capacity for high-level student mentorship. Environment Architecture & Hospitality: Ensures the physical environment for all RSEL events reflects departmental values of hospitality and pluralism. Coordinates catering (with specific attention to religious dietary requirements), room bookings, and aesthetic setup to foster an inclusive and sacred space for dialogue. Chaplaincy Administration: Monitors central interfaith inboxes. Schedules logistics for the monthly chaplains' plenary meetings and processes onboarding paperwork and internal rosters for new chaplains. Event Logistics & Evening Support: Provides comprehensive logistical support for all programming, including venue booking, catering, and A/V coordination. Acts as the primary staff presence for regularly occurring evening student programs (including Fellowship sessions) and occasional weekend community gatherings. Grant Lifecycle Management: Maintains and tracks donations and donor information (in coordination with Development), prepares routine donation acknowledgments, and compiles data for quarterly and annual donor reports. General Operations: Provides for the smooth day-to-day flow of communications, including greeting visitors and ordering office supplies. Maintains the department website, digital records, and CRM data entry to support outcome harvesting. Please note: This position has a term appointment end date of 6/30/2027. Qualifications: A minimum of 3 years of relevant administrative experience in an office environment. Proficiency in Microsoft Office Suite and collaborative software. Additional qualifications and skills: College degree preferred. Proficiency with Harvard financial systems (Concur, Buy2Pay) and scheduling software. Strong customer service orientation. Familiarity with diverse cultural and religious dietary requirements (e.g., Kosher, Halal) and holiday observances is highly desirable. Additional information: Term Appointment End Date: 6/30/2027 Standard Hours/Schedule: 35 hours per week Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity Other Information: Non-standard work week; regular schedule includes at least one to two evenings per week (e.g., Tuesday/Thursday shifted schedule) to support departmental programming and student events. This position will have a 3-month orientation and review period. Work Format Details: This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges: This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits: Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page. EEO/Non-Discrimination Commitment Statement: Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.