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Administrative Coordinator
1 month ago
JOB TITLE: Administrative Coordinator
JOB LOCATION: Remote, but would like to come in once and a while so local to MA
WAGE RANGE*: 28 - 30/ hour
JOB NUMBER:9543
REQUIRED EXPERIENCE:
Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.
JOB DESCRIPTION:
We're looking for someone who can help us with event planning/logistics and finance, but also someone who we could assign more coordinator-level work in program management. The role is remote (and must supply their own laptop, monitor and webcam), but the ideal candidate would be able to come to the Cambridge office upon request. The role will need access to systems like Office 365 and ideally their own email address, but they will not need a laptop or a building keycard.
Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials.
The Program Coordinator is responsible for administratively supporting one or more established Harvard programs that serve faculty, staff, students or executive education participants.
Working under the direction of a Harvard manager, provides customer service to those directly served by the program as well as key clients or institutional stakeholders. Responsibilities may include answering phones, providing customer service, maintaining program related data on spreadsheets, preparing program materials such as handouts, binders, name-tags, and table tents. Obtains copyright permission for materials. Edits and proofreads documents. Produces meeting or conference notes upon request. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Runs errands when necessary and performs other job-related duties as required to support program.
Specific duties will be assigned as needed from the following categories. Exact composition of tasks will vary.
Financial Administration:
1. Expense Management:
o Prepare and submit expense reports using Concur.
o Track and process reimbursements for staff and event attendees.
2. Budget Monitoring:
o Assist in monitoring event budgets and ensuring expenditures are within the allocated amounts.
o Maintain accurate records of all financial transactions related to events.
Event Planning
1. Material Management:
o Order, ship, and track event materials.
o Ensure all printed materials are prepared and delivered on time.
2. Attendee Coordination:
o Maintain and update attendee lists.
o Communicate with attendees regarding event details, confirmations, and any changes.
3. Travel/Logistics Coordination:
o Book travel arrangements for attendees, speakers, and staff.
o Reserve and manage accommodation reservations with hotels.
4. On-site Support:
o Provide on-site support during events, including setup, registration, and troubleshooting.
General Administrative Support:
1. Communication:
o Serve as a point of contact for event-related inquiries.
o Draft and distribute event-related communications and updates.
2. Data Entry/Management:
o Maintain and update trackers related to event planning and attendee information.
3. Office Support:
o Assist with general office duties, such as copying, filing, and organizing.
o Support other team members with administrative tasks as needed.
4. Resource Management:
o Manage inventory of event supplies and materials.
o Ensure timely reordering of supplies as needed.
Key skills including high attention to detail, excellent oral, email, and written communication skills essential, quick learner, ability to multitask and handle multiple priorities under strict deadlines and a fast-paced environment, Intermediate or better proficiency in MS Office, and willingness to learn Harvard systems, is required. Knowledge of databases, Canva, or MailChimp helpful. Ideal candidate will be familiar working with a remote manager. Customer service orientation essential.
Equal Opportunity Employer Veterans/Disabled
* While an hourly range is posted for this position, an eventual hourly rate is determined by a comprehensive salary analysis which considers multiple factors including but not limited to: job-related knowledge, skills and qualifications, education and experience as compared to others in the organization doing substantially similar work, if applicable, and market and business considerations. Benefits offered include medical, dental and vision benefits; dependent care flexible spending account; 401(k) plan; voluntary life/short term disability/whole life/term life/accident and critical illness coverage; employee assistance program; sick leave in accordance with regulation. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions.
