Harvard University
education
AdministrativeCoordinator
“Administrative Coordinator at Harvard University. Skills: administrative coordinator, academic programs, institute activities, fellows, recruitment, onboarding, appointments, events, administrative operations. Serve as the primary administrative coordinator for the Institute’s Research Fellows, Research Scientists, and AI Fellows programs.. Oversee all aspects of recruitment administration, including posting ads, coordinating interviews and meetings, communicating with candidates, and supporting”
What You'll Achieve.
advances Harvard's world-changing mission in meaningful ways; advances the study of intelligence in both natural and artificial systems; achieve their goals; support key academic programs and institute activities; support recruitment, onboarding, appointments, day-to-day program administration, and community activities for Kempner Institute Research Fellows, Research Scientists, and AI Fellows; contributing to the planning and execution of events and supporting other administrative functions as needed; serves as the primary administrative coordinator for the Institute’s fellows programs; oversees recruitment logistics, academic and HR processes, visa and appointment paperwork, onboarding and offboarding, annual reporting, and ongoing administrative support for fellows and related staff; serves as a key point of contact for fellow-related policies and procedures; supports external events such as workshops, meetings, and other scientific activities; contributes to special projects as needed
Industry & Context.
exercise sound judgment
Harvard University is unable to provide visa sponsorship for this position, Harvard University requires pre-employment reference and background screenings: Identity, This position will have a 3-month orientation and review period., When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on [Employment Outside of Massachusetts](https: //harvie. harvard. edu/sites/g/files/omnuum12476/files/humanresources/filesploymentoutsidema_policy. pdf)., Certain visa types and funding sources may limit work location., Individuals must meet work location sponsorship requirements prior to employment.
What They're Looking For.
Must Have
Three or more years of related experience. Education beyond high school may count toward experience.
Nice to Have
College degree preferred, or an equivalent combination of education and relevant experience in an office or academic administrative environment.
What You'll Do.
Serve as the primary administrative coordinator for the Institute’s Research Fellows
and AI Fellows programs.
Oversee all aspects of recruitment administration
including posting ads
coordinating interviews and meetings
communicating with candidates
and supporting selection processes.
Complete and track academic appointment
HR and I-9 documentation
PI rights documentation
and related reappointment.
Coordinate all aspects of onboarding and offboarding
including orientation
ordering equipment/peripherals
communication and website updates
and related logistics.
Provide ongoing administrative support for fellows
professional development activities
and other day-to-day needs.
Ensuring that expenses are compliant with institute and university policy and within assigned budgets.
Serve as a point of contact for fellow-related policies and procedures
and support administration related to fellows’ affiliated lab staff.
Ensures materials about the program are accurate and of high quality.
Maintain accurate records and appropriately update other team members about fellowship program activities.
Ensure the timely and accurate completion of annual fellowship progress reports.
Support internal and external events such as workshops
and related institute activities.
Plan meetings and event logistics
including coordinating with speakers on materials and travel
obtain vendor contracts
Work with the team on event communications
including generating and distributing event promotional materials
leading or supporting day-of planning
and on-site execution.
Provide backup support for other administrative roles within the Institute and assist with additional duties or special projects as assigned.
How You'll Work.
Team & Collaboration
collaborative; work well as part of a team; Working closely with the Executive Director and other members of the Institute’s administrative team; Work with the team on event communications
Communication Scope
excellent communication skills; excellent interpersonal, written, and verbal communication skills
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