Search
Faculty Coordinator

Faculty Coordinator

locationUnited States
PublishedPublished: 1/15/2025
Full Time

13-Jan-2025

Faculty Coordinator

Faculty of Arts and Sciences

67646BR

Job Summary

Step into the heart of a vibrant research community of 30+ lab members as the Faculty Coordinator for the dynamic Department of Organismic and Evolutionary Biology (OEB)! In this pivotal role, you will report to the Associate Director of Administration and collaborate closely with a team of Senior Research Administrators (SRAs) and Finance Associates to provide seamless support to 3+ distinguished faculty members. Dive into exciting challenges as you manage a diverse portfolio of complex and confidential administrative and financial duties, assisting the advancement of research and teaching. 

Position Description

LAB FUNCTIONS:

Serves as principal administrative contact for faculty, researchers, and students in the lab on daily administrative lab activities including business operations, purchasing/procurement, shipping, compliance, electronic document organizing, etc.

Supports lab related functions as needed, including material transfers, equipment inventory and asset tagging; maintains lab roster, keeps lab physical and electronic files organized; ensures ease of access to materials and processes for faculty and lab members; manages lab website.

Works independently with minimal supervision in collaboration with faculty PI in a work environment with multiple and conflicting priorities.
 

GENERAL ADMINISTRATIVE DUTIES:

Prepares appointments (including Harvard Sponsored Roles) for incoming lab members, including paperwork for visa information data sheets, and may assist with onboarding and orientating new lab members (including liaising with IT for access, internal lab filesharing and communication access, lab safety officer), building access.

Maintains updated electronic access to lab file/data sharing and communication platforms (e.g. google drive, HUIT services, slack etc.).

Coordinates hiring of temp and student lab members and manages submission of timesheets to ensure people get paid. Assists with hiring and recruitment of academic research positions in collaboration with faculty affairs and OEB Administration.

Manages complex calendars for faculty, and coordinates scheduling and logistics for meetings (including catering when appropriate), visitors, tours, appointments, and travel.

Maintains and updates biographical information including CVs/biosketches for faculty, publication, and collaborator lists.

Provides general administrative assistance to lab members such as travel, conference registration, reimbursement, etc. Assists with planning events, including lab retreats, seminars, and conferences hosted by faculty and receiving of visitors/guests.

Provides support on submitting forms and reports within Harvard such as yearly faculty activity report, Office of Technology Development (OTD) forms, advising forms etc.

Provides course assistance by maintaining a course website, tracking grades, and general support for semester-end presentations. Makes sure publications are posted to relevant websites; processes recommendation letters.
 

FINANCIAL:

Uses Harvard financial systems to process financial transactions, such as purchasing supplies and/or equipment, reimbursements for travel, corporate card payments, purchasing card transactions, and manages transactional activities for internal and external vendors; handle submission of invoices to Financial Operations to ensure people get paid.

Collaborates with SRAs to review grant expenditures to stay up to date on funding sources.
 

OTHER:

Participates in team meetings, trainings, and activities for faculty support staff; provides back-up to other labs as needed; accomplishes related duties and takes on new responsibilities in response to changing office needs; other duties as assigned.

Basic Qualifications

Five years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

College degree, or an equivalent of college level coursework preferred. Relevant experience in an office environment; experience supporting faculty or executives, particularly with documents and file organization, calendar management and travel; and experience supporting multiple principals strongly preferred. Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment. Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules and travel. Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to workflow, and problem solve. Strong attention to detail, accuracy, follow-through, and dependability are essential. Project management skills and experience preferred. Ability to establish effective work relationships across all levels. Excellent customer service and oral and written communication skills. Competency using a variety of computer software, including Microsoft Word, Excel, and PowerPoint Adobe Suite and Zoom. Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools. Experience with updating websites and using Harvard systems a plus.

Additional Information

To be considered for this position, you must submit a resume and cover letter. 

Harvard University is unable to provide visa sponsorship for this position.

***All formal offers will be made by FAS Human Resources.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States.

About Us

OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403039 Faculty Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Sciences

Salary Grade

055

Department

Organismic and Evolutionary Biology (OEB)

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Monday - Friday, 9:00 AM - 5:00 PM

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.