Coordinator I (Office Coordinator) Harvard University T.H. Chan School of Public Health

Job Summary

Office Coordinator plays a key role in supporting the Dean?s Office as part of a team supporting the Dean of the Faculty. Working closely with the Senior Administrative Coordinator, this role manages scheduling logistics, supports briefing preparation, and ensures seamless communication between internal and external stakeholders. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Requires excellent communication and interpersonal skills, ability to work as part of a team and independently.

Position Description

Performs a wide range of administrative activities including, but not limited to:

Calendar support

• Maintain and manage complex calendaring requests, working closely with the Senior Administrative Coordinator to ensure efficient scheduling of meetings, events, and travel.
• Prioritize and resolve scheduling conflicts while anticipating the dean?s needs.
• Coordinate logistics for meetings, including room reservations, technology setup, and materials preparation as needed
• Support the Senior Administrative Coordinator role with calendar review to assure accurate and timely updates to the dean?s schedule, as well as prioritizing scheduling queue with Dean?s Office team.

Briefing support

• Gathers briefing materials, bios, and other advance materials.
• Identify holes in dean?s briefing materials and take initiative to remedy; research background on attendees as needed; prepare informative and concise bios.

Meeting support

• Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.

Travel Support

• Supports travel coordination including booking reservations (ground transport, air travel, hotel bookings, etc.) and other logistics.

Front office reception duties

• Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
• Plays a key role in the front suite by welcoming guests to the Dean?s Office; answering the phone, receiving mail.

Email management

• Reviewing, routing, answering, and monitoring follow up actions on email correspondence.

Records management

• Creating, managing and updating records. Including updates to team resources on SharePoint.

General office support and project management

• Supports the dean?s office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including ad-hoc project management and tracking.
• Performs additional duties as required

The successful person in this role will be flexible, professional, accountable, brings a can-do attitude, and is a team player. They will have the aptitude to learn systems and be consistent in written materials, and offer system improvements when the opportunity arises.

Requires the rapid learning of University and office policies and procedures. Strong experience in Microsoft Office suite, Outlook, and SharePoint; experience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email. Uses internet and online conference applications (Zoom, Teams).

EXPECTATIONS:

• Quickly learn structure of office
• Understand who is on 10th Floor Leadership and Dean?s Council, and all other School and University leadership.
• Learn the academic departments and office names and related contacts for each
• Share and manage projects/tasks jointly with other colleagues in collaborative manner
• Take direction and correction well, take responsibility for changes and proactively take steps to ensure processes are correctly carried out
• Willingness to dig in on projects and tasks and see through to completion
• Ask pertinent questions to resolve potential issues proactively?????

PLEASE NOTE: This is a benefits-eligible and over-time position with a 40-hour work week (Monday through Friday, 8 AM - 5 PM). There is a hybrid arrangement of 3 days a week onsite and 2 days remote, dependent on the dean?s schedule and office staffing needs. Regular over-time may be required.

Basic Qualifications

• 4+ years of relevant experience is required; a combination of education and experience may be considered
• Experience working in academia and/or supporting senior or C-suite executives is required

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor's degree strongly preferred
• 2+ years working in higher education or fast-paced large organization
• Familiarity with systems, policies, and procedures
• Fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint), required
• Experience with complex scheduling, email/correspondence
• Excellent written communication and copy-editing skills required
• Aptitude to quickly learn complex software systems
• High level of sound, independent judgment, professionalism, and attention to detail
• Thoughtful and appropriate communication style and interpersonal skills, written and verbal
• Problem solver
• Organized
• Responsibly handles confidential information with discretion, in accordance with appropriate digital security measures
• Professional, friendly, helpful demeanor

Benefits

We invite you to visit Harvard's Total Rewards website ( ) to learn more about our outstanding benefits package, which may include:

• 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.

Work Format

Hybrid (partially on-site, partially remote)

Commitment to Equity, Diversity, Inclusion, and Belonging
At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School?s mission, objectives, and core values , our Principles of Citizenship , and our diversity, inclusion, and belonging initiatives. Also, learn more about the Dean?s AAA vision and our school?s ongoing strategic initiatives.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.