Career Center

The Administrative Coordinator performs a wide range of complex administrative activities, contributing to the longer-term goals and priorities of the academic unit of the Harvard Summer School. The position will support the Dean and Associate Dean of Harvard Summer School, as well as the Director of faculty-led Study Abroad Programs within the Summer School. The position works collaboratively with Summer School staff to ensure that programmatic and operational activities are coordinated in alignment with the Summer School's mission, policies & procedures.

• Assist in coordinating Summer School timelines and workflows, support shared efforts and processes, and proactively solicit and collect information and updates from the team members as major deadlines approach. Responsible for frontline office duties.
• Responsible for high-level calendar management to ensure overall effectiveness of three busy professionals.
• Serve as project coordinator on a variety of technological initiatives designed to streamline and organize data and information, promote growth, and maintain academic quality. Conducts usability testing for Salesforce (and other systems) programming requests and backend functionality.
• Create engaging and effective PowerPoint presentations for large-scale meetings and events run by the Summer School Dean, Associate Dean, and Director of Study Abroad. Collect relevant data for these presentations. Create and update forms, handbooks, and other materials.
• Schedule and provide administrative support for HSS staff meetings, as well as large-scale orientations, receptions, and workshops. Create meeting agenda, forms, and other related documents, and serve as a notetaker in meetings.
• Schedule the Fall academic review meetings with FAS departments and manages the correspondence with department Chairs and Directors of Undergraduate Study. Pull data on the previous Summer's courses and new proposals by department, and prepares summary documents on course formats, enrollments, and evaluations by department.
• Assist the Associate Dean with curriculum planning efforts for liberal arts courses, including communication with faculty proposing courses. Assist the Associate Dean with the preparation of reports on each summer's courses, faculty and students.
• Process financial transactions such as vendor set up requests (Buy2Pay), reimbursements (Concur), and invoices. Manage and reconcile corporate card and p-card accounts for the Summer School.
• Assist the Study Abroad Director with admissions related and student pre-departure requirements.
• Collaborate with study abroad staff on outreach and marketing efforts, and special projects, including an annual Study Abroad Fair and other major program events.
• Coordinate all information technology, and audio/visual and software needs for the Summer School. Orders all office supplies.
• Other duties as required.

The Faculty of Arts and Sciences will not provide visa sponsorship for this position.

In order to be considered for this role, a resume and cover letter must be submitted with application.

The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 17,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 11,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering nearly 130 short noncredit programs to more than 3,200 participants annually.

All formal offers will be made by FAS Human Resources.

Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year; prorated for part-time employees
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

• Three plus (3+) years' of administrative experience in an academic setting.
• Competency using a variety of computer software, particularly Office, Excel, SharePoint/OneDrive, and Adobe Suite essential along with student information systems (Banner), CMS tools (Salesforce).

• Bachelor's degree strongly preferred
• Excellent communication and writing skills, including editing and proofreading.
• Ability to communicate effectively with staff, faculty, and students.
• Excellent organizational, project management, prioritization and interpersonal skills.
• Meticulous attention to detail, professional, proactive, conscientious, results-oriented, and highly organized.
• Experience managing multiple, competing demands and supporting multiple managers.
• Ability to be a team player by sharing information and offering assistance to colleagues.
• Ability to offer thoughtful contributions and the ability to respect others regardless of differences.
• Ability to handle complex and confidential information with discretion.
• Strong aptitude and interest for learning and working with new technologies.
• Experience and familiarity with Harvard preferred.