Senior Administrative Coordinator

Company Description By working at Harvard University, you join a vibrant community that advances Harvard's world‑changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why Join the Harvard T.H. Chan School of Public Health? The Harvard T.H. Chan School of Public Health is a world‑renowned institution dedicated to advancing public health through cutting‑edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission‑driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work‑life balance are valued. Job Description The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public’s health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. In pursuit of these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff. Job Summary Reporting to the Deputy Chief of Staff, the Senior Administrative Coordinator works independently to provide high‑level executive support, complex project management, and plays a significant role within the Dean’s office supporting cross‑department coordination in a fast‑paced office environment. They are the main point of contact for the Chief of Staff (COS) and have significant impact for the Dean’s support team. The position involves a wide array of complex and confidential activities, including senior‑level staffing for the Dean, dean‑level recruitment activities, coordination of confidential briefings, and more. Job‑Specific Responsibilities Coordinate closely with the Dean’s office team to ensure all pertinent staff remain informed of evolving priorities from the Dean and the Chief of Staff. Train the Senior Executive Assistant to the Dean and provide backup and guidance as needed. Provide executive‑level staffing for the Dean’s leadership meetings when the Deputy Chief of Staff is absent or upon request. Facilitate timely communication of updates; track action items requiring follow‑up. Coordinate various administrative activities at the direction of the Deputy COS, including supporting recruitments, onboarding training, job postings, and IT setup. Strategic calendar management: Plan and prioritize meetings based on competing demands, including cross‑checking with the Dean’s calendar, and independently identify attendees based on COS priorities. Prepare briefing materials for COS meetings, including drafting talking points, checklists, and meeting preparation. Independently conduct research to produce comprehensive materials for weekly meetings with the Dean and regular meetings with the Dean for Academic Affairs, Executive Dean, and members of the Senior Leadership Team. Manage and track COS complex project list based on understanding of COS priorities. Reconcile list with calendar to position COS to deliver in a timely manner. Independently develop effective project‑management plans/tools and administrative systems to handle a high volume of ongoing deliverables, such as developing a system for tracking annual deliverables. Independently draft correspondence and communications that are often confidential on behalf of COS, flagging follow‑up items and providing suggested replies for COS approval and minimal effort. Coordinate internal office events and meetings, gathering input from various stakeholders to produce a successful event or productive meeting. Prepare agenda, identify venue, prepare budget, and liaise with operations and food services as needed. Understand office and university protocols to handle routine situations and use judgment to deviate from established procedures for non‑routine and complex situations (e.g., media inquiries). Identify opportunities to develop, improve, and systematize administrative processes, creating efficient and sustainable support structures across the office. Maintain an organized, confidential filing system for correspondence, records, and administrative materials. Handle special projects based on evolving needs as assigned by COS and Deputy COS. The Senior Administrative Coordinator will also perform other duties as assigned. Qualifications Basic Qualifications Bachelor’s Degree or equivalent experience is required. Five or more years of experience working with and supporting senior/executive‑level leaders or related experience with demonstrated progressive office administration skills; education beyond high school may count toward experience. Additional Qualifications and Skills Proficiency with Microsoft Office suite (Word, Excel, SharePoint, OneDrive, and Outlook). Demonstrated experience handling complex scheduling and executing multiple tasks while meeting deadlines. Experience handling confidential and sensitive information in a professional manner with discretion and sound judgment. Attention to detail and ability to anticipate office needs and potential conflicts. Strong written and verbal communication skills and a demonstrated ability to build strong professional relationships and develop trust with a high level of tact. Demonstrated experience working independently and collaboratively in a fast‑paced environment. Excellent organizational skills with experience in prioritizing conflicting and changing demands. Resourcefulness and willingness to take initiative. Additional Information Standard Hours/Schedule: 35 hours per week. Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre‑Employment Screening: Identity, Education. 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 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Generous paid time off including parental leave. Medical, dental, and vision health insurance coverage starting on day one. Retirement plans with university contributions. Well‑being and mental health resources. Support for families and caregivers. Professional development opportunities including tuition assistance and reimbursement. Commuter benefits, discounts and campus perks. 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. #J-18808-Ljbffr