Office Coordinator and Executive Assistant to the Faculty Director

10-Mar-2025

Office Coordinator and Executive Assistant to the Faculty Director

Faculty of Arts and Sciences

67969BR

Job Summary

The Derek Bok Center for Teaching and Learning supports all members of the FAS teaching and learning community – including ladder and non-ladder faculty, postdoctoral fellows, teaching assistants, graduate students (including teaching fellows), and undergraduates (including course assistants) – in continually reimagining and adapting the classroom, and teaching, learning, and professional growth more broadly, given rapid changes in higher education, technology, and society.

Reporting to the Director of Administration, with a dotted line to the Faculty Director, the Office Coordinator and Executive Assistant to the Faculty Director is responsible for executing key processes for finance, human resources, office management, IT, and executive support.

Position Description

Office Coordinator Responsibilities:

Finance:

• Processes financial transactions, including accounts payable, purchasing card and corporate card reconciliations, accounts receivable, and reimbursements.
• Interprets and administers appropriate University fiscal policies.
• Maintains records related to compliance issues, regulations, and guidelines.

Human Resources:

• Oversees the appointment process and payroll for 150+ teaching fellows, student fellows, and contingent workers.
• Reviews documents to ensure compliance with University HR requirements.
• Supports the onboarding and offboarding of employees.

Office Management:

• Organizes and implements administrative systems and procedures.
• Purchases and maintains inventory of office and kitchen supplies; ensures a welcoming environment.
• Provides front desk coverage as needed; responds to inquiries from the Bok Center's general email accounts and answers calls on the main phone line.
• Supports database development and management.

Executive Support:

• Provides administrative support for the Executive Director, including calendar management.
• Arranges occasional travel for senior staff and visitors.
• Schedules Bok Center-wide meetings and events; coordinates community-building activities among staff.
• Supports special projects.

IT:

• Oversees the deployment and management of computers and phones

Executive Assistant to the Faculty Director Responsibilities:

Calendar Management:

• Manages the Faculty Director's calendar and coordinates scheduling needs with internal and external sources in alignment with the Faculty Director’s priorities.

Finance:

• Processes financial transactions, including purchasing card and corporate card reconciliations and reimbursements.

Travel:

• Arranges travel and accommodations for the Faculty Director.

Administrative Support:

• May prepare briefing materials, schedules, and meeting agendas for the Faculty Director; may attend meetings to take detailed notes and track follow-up actions as needed.
• Performs other related administrative tasks as assigned, including ongoing clerical duties.

Basic Qualifications

• Five or more years of administrative experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• Bachelor’s degree preferred.
• Strong interpersonal, written, and verbal communication skills.
• Attention to detail and ability to problem-solve effectively.
• Capacity to prioritize responsibilities and manage shifting priorities.
• Proficiency with spreadsheets and financial information; experience with HR systems is desirable.
• Proficiency in Microsoft Office and Google Suite.
• Experience with Airtable or similar database maintenance is a plus.
• Familiarity with Oracle, PeopleSoft, or Harvard financial systems is preferred.
• Willingness to explore and learn new software and applications.

Physical Requirements

Work is preformed in an office setting

Working Conditions

This position requires an on-campus presence at the Bok Center for Teaching and Learning, located in Cambridge, Massachusetts. Flexible work options will be discussed during the interview process. Due to the nature of the role, the selected candidate will need to be on campus as business needs require.

Additional Information

• Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed.
• We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
• All formal offers will be made by FAS Human Resources.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process.

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

403040 Coordinator II

Work Format

On-Site

Sub-Unit

Dean

Salary Grade

055

Department

Derek Bok Center for Teaching and Learning

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Commitment to Equity, Inclusion, and Belonging

Harvard University views equity, 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 this excellence 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.

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