Department Coordinator

The Department Coordinator will provide professional high-level support to the FAS Division of Science's Operations department which combines core facilities, Informatics, FAS Research Computing, and other units and initiatives within the Division. The Department Coordinator will play a key administrative role and be fully responsible for a number of areas including Science Operations and core facilities web presence, training/event planning and coordination, travel arrangements for Science Operations and Research Computing staff, Science Operations & Research Computing communications, including annual reports, social media presence, publicizing events, etc., as well as assisting the Assistant Director of Science Operations with day-to-day administrative tasks and long-term projects.

Specific duties include, but are not limited to:

• Manage communications and marketing strategies for Science Operations and divisional core facilities including the design, creation, and maintenance of web sites, newsletters, social media accounts, annual report for Division of Science core facilities, and core-specific trainings and open houses. Develop and maintain photo directories for Science Operations units, facilities, and FAS Research Computing.
• Serve as the Division’s Digital Accessibility liaison, ensuring departmental websites and announcements support a culture of accessibility and follow guidelines set forth by Digital Accessibility Services (DAS) and Harvard University IT (HUIT).
• Organize and coordinate events and trainings for Science Operations, Division of Science core facilities, FAS Research Computing, and Informatics. Events/trainings include researcher training sessions, unit retreats, core open houses, monthly Coffee Chats, Diversity Series events and meetings, holiday and other departmental celebrations.
• Schedule meetings and coordinate meeting logistics, prepare agendas, and document follow-up activities and deliverables, as well as draft and edit email, meeting notes, announcements, memoranda, and other general correspondence.
• Coordinate employee onboarding, telephones, office assignments & keys, building and core access. Serve as point of contact for FAS Refresh program for procuring computers for constituents.
• Arrange travel for staff and invited guests using Harvard preferred travel agencies.
• Develop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.
• Provide general administrative support to the Science Operations team by placing office and event-related supply orders, maintaining general-use office and kitchen equipment, and submitting work orders for facility and office needs.
• Other administrative and programmatic duties as assigned.

Five years of related experience including office administration, communication, and customer service skills; preferably in an academic environment.

College degree strongly preferred.

The successful candidate will have excellent multi-tasking, organizational, and customer service skills, as well as the ability to communicate effectively with faculty, staff, researchers, and students. The successful candidate should be able to manage multiple projects and priorities effectively, and possess many of the following skills:

• Solid knowledge of office processes and protocols.
• Demonstrated experience working in a complex and quickly changing environment, prioritizing tasks to meet changing needs, and completing tasks in a timely manner.
• Strong attention to detail and excellent written and oral communication skills.
• Demonstrated experience in communications and/or marketing.
• Maturity and the ability to handle confidential matters with discretion and sound judgment.
• Excellent Mac-based computer skills (Office 365, MS Word, MS Excel, MS PowerPoint, SharePoint, Open Scholar) and the ability to learn new software quickly.

• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
• This is a full-time position with flexible hours and a hybrid in-person/remote work schedule option to be agreed upon at hire. The selected candidate will need to be on campus as business needs require. All remote work must be performed in a state where Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NY, NJ, RI, WA, VT, and VA).

• We are committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture that is vibrant, engaging and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusiveculture is one that accepts, values and views as strength the difference we all bring to the workplace.
• We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
• All formal written offers will be made by FAS Human Resources.

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.