Administrative Coordinator

Job Summary:

The Administrative Coordinator serves as the principal administrative contact for the Davis Center for Russian and Eurasian Studies. This position serves as front office point-of-contact and office manager, supports communications-related activities, and provides high level support for the center’s leadership team, including development-related activities. This position reports to the Director of Administration and Finance of the Davis Center with a dotted line to the Associate Director.

Job-Specific Responsibilities:

Executive Support for Senior Leadership

Provides a wide range of administrative support to Center leadership, primarily the Faculty Director and Executive Director, and secondarily, the Associate Director and Director of Administration and Finance. Administrative support for Davis Center committees including scheduling, logistical support, preparing layout of agenda and meeting materials, and tracking follow-up action items.  Sends emails to constituents on behalf of Center leadership. Organizes information for presentation and reports. Coordinates travel logistics. 

Development and donor relations

Responsible for administrative tasks supporting the life cycle of fundraising and stewardship activities. Updates and maintains donor records. Reconciles data generated by the Harvard development office with the DC database. Processes incoming donations, prepares both standard and personalized acknowledgements. Creates reports for senior leadership on donors and giving history. Assists with annual fundraising appeal. Assists with creating development and stewardship collateral materials.

Communications

Supports Davis Center communications. Updates and uploads content on DC website. Supports production of email newsletter, lays out campaigns in MailChimp. Supports other communications projects on an ad hoc basis. 

“Front Office” and Office Management

Principal administrative contact for the “front of house,” greeting and orienting guests to the center, answering the center’s phone. Sorts Davis Center mail. Monitors DC primary email account. Onboards new staff. Responsible for office functions related to space, keys, furniture, equipment, telephones, computers and computer supplies, office supplies, mail, FedEx, and copiers; maintains the work room, supply closet, kitchen, and all public spaces; serves as departmental IT coordinator; serves as liaison to Harvard and FAS departments supporting these functions (i.e. IT support services, telecom, directory services, parking office, physical resources, etc.).

General Administration

Responsible for supporting coordination of Davis Center resources related to technology/ applications/resources. Administers the Center’s communications and workflow systems, such as Teams, SharePoint, Listserv, Calendar, and Email. Trains staff on their use. Maintains mailing lists used by center programs and administration. Serves on DB oversight committee, serves as a “superuser” of DB, helps train new employees, and helps ensure integrity of the data. Develops electronic systems and workflows for scheduling, records management, and other administrative tasks. Maintains departmental files in accordance with Harvard Depository and Archive established guidelines

Working Conditions:

• This is a term appointment 2 years from start date
• This is a full-time, on-site at least 4 days per week in office. Position located in Cambridge, Massachusetts. Overtime may be required, including weekends and evenings to align with Davis Center activities. 
• Other additional duties as assigned

Physical Requirements:

Light lifting.

Qualifications

Basic Qualifications:

Three or more years of related experience. Education beyond high school may count towards experience.

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with both PC and Mac systems.

Proficiency in working with multiple technology platforms including database, meeting, and communication platforms, and Office 365.

Additional Qualifications and Skills:

Bachelor’s degree preferred.

This position requires someone with a strong customer service orientation, the ability to work effectively as part of a team as well as independently. Efficient, proactive, and have strong attention to detail, as well as be able to multi-task and to meet firm deadlines.

Strong communication and writing skills are essential, as well as the ability to collaborate with colleagues and constituents of diverse cultural backgrounds and communication styles.

Demonstrated ability to work within a high-tech support role.

Additional Information

• Appointment End Date: 2 years from start date
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): Compensation is based on the position and the candidate’s relevant experience. 
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: To be considered for this position a cover letter is required

  To learn more about the Davis Center, please visit: https://daviscenter.fas.harvard.edu/

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. 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. Additional details will be discussed during the interview process. Certain visa types and funding sources 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.