Administrative/Program Coordinator at Harvard University

Posted in Admin - Clerical 28 days ago.

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Location: Cambridge, Massachusetts

Job Description:

Harvard University

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.

Administrative/Program Coordinator
University Administration

Job-Specific Responsibilities

Under the direction of the Senior Program Director, manage the Delegates Program and Gift Inventory; develop and maintain web-based communications; perform financial transactions, and provide office support.

Delegates Program:

  • Track all invitations received by the Office of the President for other academic institutions' inaugurations and anniversary celebrations (30-40 per year).

  • Conduct research and consult with other departments to identify appropriate faculty or alumni to serve as delegates representing Harvard at these events.

  • Brief designated delegates about event details and expectations.

  • Draft letters to celebrating institutions regarding delegate arrangements and create formal greetings signed by the President or Marshal to be sent to the celebrating institution.

  • Record all event details in the office database and in files for the University Archives.

  • Compose thank-you correspondence and solicit feedback on the delegate experience.

Gift Inventory:

  • Assist University staff and faculty with selection, purchase, and customization of Harvard themed gifts.

  • Update office website with new gift options, photos and pricing.

  • Research new categories of gifts and work with vendors to create customized items unique to our office.

  • Develop and maintain a solid working relationship with over a dozen gift vendors.

  • Maintain gift inventory.


  • Maintain and update University Marshal's Office website and contribute to development of quarterly newsletter.

  • Identify new and creative ways to leverage social media for promotion of gifts, visits, and office related content.

  • Troubleshoot user issues and work with Harvard IT on periodic web design improvements.

Financial Duties:

  • Prepare vendor invoice payments and reimbursements in a timely manner.

  • Process interdepartmental journals for gift purchases and other inter-tub expenses.

  • Use purchasing card for office expenses and reconcile charges in Oracle system.

  • Maintain files on financial transactions of office expenses and purchases.

General Office Duties:

  • Provide support to Senior Program Director.

  • Provide clerical support for the University Marshal as needed (scheduling, research, correspondence).

  • Act as a source for information about the Marshal's Office.

  • Answer phone, greet guests, and make referrals to other staff when appropriate.

  • Provide general coordination on building issues.

  • Coordinate requests from faculty, administrators, and other University affiliates for specialized certificates and awards. Act as liaison with calligrapher.

  • Coordinate the storage and retrieval of office records from the University Archives, and act as office contact with Records Management Office.

  • Assist in special projects and events inside and outside the office.

  • Provide general technical support for office PC's, printers, and copy machine, and serve as liaison to HUIT and contractors.

  • Update office manual as needed.

  • Maintain an adequate inventory of general office supplies.

  • Provide day-of-visit support for high-level visitors to the Marshal's Office, including assisting with briefing materials.

Basic Qualifications
Candidates MUST meet the following basic qualifications in order to be considered for this role:

A minimum of three years of relevant experience, preferably in academic setting. Education beyond high school may count toward years of experience.

Additional Qualifications
Bachelor's degree preferred. Must have high level proficiency in oral and written communication. Strong customer service skills, and ability to interact effectively with diverse populations and cultures. Excellent judgment, discretion, and decision-making skills. Ability to set priorities, and manage multiple tasks. Must be self-motivated and team-oriented.

Advanced knowledge of Microsoft Office suite, including Outlook calendar and email. Demonstrated proficiency with web design and development. Familiarity with Adobe Acrobat and Oracle financial applications preferred.

Final candidates will be asked to submit writing samples and/or take a writing test.
Additional Information
Candidates are requested to submit a cover letter as part of their application to this position.

Job Function
General Administration

Sub Unit
Office of the President and Provost

USA - MA - Cambridge

Office of the University Marshal

Time Status

55 - Hvd Union Cler & Tech Workers

Salary Grade

Pre-Employment Screening

Full time. Monday through Friday. 35 hours per week.