Administrative Coordinator

Administrative Coordinator Reporting to the Human Resources Director, HBS Online, the Administrative Coordinator will manage a variety of activities essential to the smooth workings of our office including managing space needs, work tickets, coordinating administrative projects, maintaining onboarding program, continually improving processes and supporting documentation, and planning meetings and activities. This position will be approachable and proactive in the face of routine and non-routine requests. The Coordinator will work directly with diverse stakeholders including facilities and operations staff, IT, hiring managers, new hires, and vendors. Operations & Office Support Complete regular walk-throughs of the office space to ensure that facilities comfortably support our work (AV equipment is functioning, heating and cooling are set appropriately, entrances and egress are free of obstacles, etc.) Serve as point person for questions around office space and technology; develop and/or improve processes to support the team in a shared, hybrid environment, escalate needs as appropriate Coordinate space needs, communications, signage, supply orders, etc. with other teams using shared office space Maintain critical office information such as staff lists, calendars, and operational requirements Coordinate technology orders, ensuring systems arrive on time and are security-compliant Monitor budgets, orders, and prepare estimates as needed Internal Communications & Schedule Management Manage shared team email inbox, triaging inquiries and ensuring a timely response Assemble and update a variety of documents and communications, including: weekly team newsletter, organizational charts, signage, etc. Facilitate scheduling of team and All-Staff meetings, preparing agenda and taking minutes when required Plan events, managing (as applicable) location, catering, transportation and AV logistics Schedule meetings and communicate with high-level internal and external audiences People Administration Oversee onboarding process of new employees/contractors including access to all systems, ordering of required technical systems, and any related set-up; ensure orders and tickets are entered timely and in accordance with needs of the position Manage Harvard Sponsored Role (HSR) processes and compliance for HBS Online, working closely with higher volume teams to plan for needs and determine the right level of access to systems In collaboration with hiring managers, develop orientation plans that provide clear steps for new hires to take (orientations, sequencing, required trainings, etc.) and reflect a thoughtful plan for the new hire's first week(s) Serve as a point of contact for new employees and connect new employees to appropriate University and School resources to reinforce a self-service culture Serve as an HBS Online time and absence resource and backup approver (Peoplesoft) System Access Track access to systems and proactively monitor contractor/temporary support term extensions in collaboration with managers and HBS Online Business Operations Help create essential security processes in conjunction with the Business Operations, Program Services and Technology teams Enforce security processes; monitor related systems and procedures Exercise sound judgment in appropriate management and escalation of requests outside of standard process In collaboration with the DevOps Team, conduct regular monthly audits of system access and work to oversee and update processes Project Coordination Lead assigned projects, working cross-functionally to outline goals, timelines, dependencies, appropriate "size" of effort, and record decisions and outcomes Continuously improve processes and documentation Cross-reference existing systems to understand, quantify, and estimate project needs Prepare presentations, FAQs, flowcharts, and how-to guides to support implementation and serve as point person for project-related questions Facilitate meetings including prioritization of agenda items and tracking action items Develop and organize approaches and responses to non-routine requests including surveying and other data-gathering methods Project manage internal communications, ensuring messaging is supportive of organizational goals and thinking ahead to calendaring needs and conflicts to keep projects on track Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents This role is responsible for other duties as assigned Qualifications Basic Qualifications: High School Diploma, GED, or equivalent is required. 5+ years of experience in administrative support role(s) is required. Education beyond high school may count toward experience. Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must. Additional Qualifications and Skills: Attention to detail and strong customer service orientation Strong written and verbal communication skills Comfort in learning new technologies and systems; interest in business systems Ability to manage multiple work streams Strong judgment and discretion are critical, with an ability to recognize when issues need to be escalated Familiarity with Outlook productivity tools and project management software preferred BA/BS preferred Pitches in where needed - "no job is too big or small" Additional Information Standard Hours/Schedule: This is a 20 hours/week, overtime eligible position. Compensation Range/Rate: $37.38$39.78 per hour, commensurate with experience Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Other Information: This is a primarily onsite position which we consider to be a combination of occasional remote and onsite work at our Boston, MA based campus. The schedule for this role can be split over 4 or 5 days (Monday - Thursday or Monday - Friday) with up to 1 of those days being remote. HBS expects all departments to provide onsite coverage Monday Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice. We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role. A cover letter is required to be considered for this opportunity. 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 055. 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