Coordinator I

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 Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary:

Provides a wide range of administrative support to the Center for Middle Eastern Studies including receptionist duties, office administration, event logistics, and academic program assistance. Serves as main public representative of the Center to visitors and the general public and provides general office support for Center faculty, staff, and associates.

Job-Specific Responsibilities:

Responsibilities of this service-oriented role include, but are not limited to,

- Serve as Harvard CMES's public facing representative, answering the main telephone line, handling general inquiries about all aspects of CMES operations via the [email protected] main email line and greeting a disparate variety of visitors to the Center at the 'front desk". Fields inquiries from students, the general public, local academics, vendors and the media. Answer inquiries as appropriate and/or escalate to the proper person when needed.
 
- Serve as CMES's facilities and building manager, and maintains all CMES common spaces and office equipment, including troubleshooting and reporting issues with computers (IT liaison), building access and maintenance, ordering supplies, photocopying and faxing, distributing mail, sending FEDEX, etc. Helps to maintain building and computer inventory for CMES space at 38 Kirkland and 17 Sumner. Serve as Room Scheduler, coordinating and allocating CMES conference room space (rooms 102 and 208). Serve as Phone/TELECOM liaison.
 
- Provide administrative support to the Center Director and Executive Director, including travel arrangements, word processing, drafting and editing correspondence, meeting organization including scheduling, invitations, reminders and agendas for Steering Committee, Executive Committee (4-6x per year) and Staff Meetings (2-3x per month), scheduling appointments, processing expense reports, and maintaining files.
 
- Process financial transactions related to office administration, maintenance, meeting expenses (typically business meals) and student travel. Maintains budget for CMES office supplies and maintenance, and business meals.
 
- Student travel coordinator: primary contact for undergraduate and graduate travel grants and programs available through the Center for January Term, Spring Break, and Summer. Serves as CARAT administrator. Work with OIE in advertising travel opportunities. Coordinates travel payments, required pre-departure travel forms, GSS travel orientation for funded students for high and elevated risk countries students travelers. May serve as trip administrative co-leader for in-country short-term JTerm and Summer programs (Turkey, Tunisia). Organizes and conducts post-excursion analysis: surveys and interviews.
 
- Assist with publications, communications and website, including responsibility for updating teacher resources, graduate student, Visiting Researcher, and Faculty web pages and contact info. Help proof CMES newsletter.
 
- Support Center activities with an emphasis on Academic programs (AM & PhD) and activities including admissions, recruiting, orientation, conferences, mailings, website, and databases. Assist with alumni outreach. Responsible for annual Affiliates in Research renewals.
 
- CMES contact for Art and Photo Exhibits (CGIS; CMES, per year) including liaising with artist and CGIS staff, coordinating set-up of show (carpenter, payments, insurance, etc.) arrange and moderate artist public talk and opening "ceremony". Assists with print and online publicity for the event in the Harvard and Boston area community.
 
- Support Center activities, including special events, student programs, conferences, mailings, website, and databases. Assist in data collection for grants and special projects. Perform other clerical and administrative duties as requested.

Working Conditions:

- Work is performed in-person, in an office setting on the Harvard University campus in Cambridge, MA. 
- The typical weekly schedule is Monday - Thursday, 9AM to 5PM (or by arrangement).
- Occasional overtime may be required to assist at special events.

Qualifications

Basic Qualifications ( required ) :

- Three or more years of related administrative experience.

Additional Qualifications and Skills ( preferred ) :

- College degree preferred, or an equivalent of education plus relevant experience in an office environment.
- Strong organizational and communication skills.
- Ability to manage frequent interruptions, juggle multiple tasks, and manage shifting priorities.
- Must be comfortable assisting a variety of people.
- Ability to handle confidential information discreetly and interact with people from diverse cultures in a respectful manner.
- Knowledge of Microsoft Office applications and familiarity with both PC and Mac platforms.
- Knowledge of Harvard financial processes and systems helpful but not required.
- Background or interest in Middle Eastern Studies advantageous.
- We strongly welcome and encourage applicants from diverse backgrounds to join our community.

Additional Information

- Standard Hours/Schedule: 28 hours per week
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity and Reference checks required.
- All formal offers will be made by FAS HR.

Other Information:

Established in 1954 to support research and teaching on the Middle East, the Center for Middle Eastern Studies core mandate is the pursuit of firsthand knowledge about the Middle East based on literacy in its languages and a deep understanding of its diverse politics, cultures, and histories. CMES's academic community includes over forty faculty, a diverse cohort of more than fifty graduate students, and an annual contingent of twelve to fifteen visiting researchers.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit   Harvard's Salary Ranges   to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

- Generous paid time off including parental leave 
- Medical, dental, and vision health insurance coverage starting on day one 
- Retirement plans with university contributions 
- Wellbeing and mental health resources 
- Support for families and caregivers 
- Professional development opportunities including tuition assistance and reimbursement 
- Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page .

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.