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Administrative Coordinator, IACS
Harvard University in Cambridge, Massachusetts
 
 
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Date Posted 01/13/2021
Category
Admin-Business And Financial Management
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Job Summary

Within the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), the Institute for Applied Computational Science (IACS) is the home for students and faculty who are tackling major challenges in science and the world through the use of computational methods and data science. IACS trains graduate students to solve real-world problems and conduct innovative research by using mathematical models, algorithms, systems innovations and statistical tools.


The Administrative Coordinator is an integral member of the IACS team, handling logistical, financial, and administrative tasks that support IACS programs and staff to ensure smooth and efficient daily operations of the Institute. This position reports directly to the IACS Manager of Student Engagement and Programs, and will interact with a wide variety of people, including staff, students, faculty, visitors, speakers and other vendors.

Job-Specific Responsibilities

Institute Programs/Activities Support:

  • Coordinate IACS’s community building events and activities, including the Seminar series, the Welcome Reception, the Graduation Reception, and annual Computefest Workshops and other events.
  • Assists with the coordination and logistics for student activities such as IACS student tech treks, orientation activities, and recruiting visits from companies.
  • Handle speaker arrangements/travel; arrange space, custodial and audio-visual services; secure permissions for recording; distribute calendar, e-mail and newsletter announcements; make catering arrangements; negotiate with vendors; manage pre-assigned budgets; process reimbursements and invoices.
  • Support IACS courses and faculty (lecturers and others) as needed, by example by preparing and distributing course information, ordering supplies, and managing space and catering requests for course-related activities.

 

Administrative:

  • Provide general administrative support for all IACS staff, including non-ladder faculty and research associates. May include meeting scheduling/calendar management, travel arrangements, reimbursements, balancing corporate cards, handling correspondence/communications, preparation of reports, special projects and/or technical assistance.
  • Serve as an information resource and guide for newcomers. Manage appointments and office space for visitors and arriving scholars, and arrange access to computational resources, supplies, Harvard IDs, building access, etc.
  • Coordinate with IT, Facilities, and other staff to discontinue visitor accounts, building access, and other privileges as needed.
  • Advise visitors on Harvard policies and regulations.
  • Manage procurement of supplies, furnishings, and equipment, including the placing/coordinating service requests.
  • Assist with preparation of data use agreements and proposal development for industry partnerships and internship development. Research and report on funding opportunities, compiling the appropriate documentation, and tracking submission requirements and deadlines. May also assist with the preparation of grant proposals.
  • Serve as point person for general IT issues, including desktop and network support and network access for IACS staff and an increasing population of students and researchers, and maintenance of equipment and software registration records.
  • May supervise interns and student research and clerical assistants, including training, scheduling, and distribution and management of work assignments.

 

Financial:

  • Maintain financial records, monitor budgets and provide research, statistics, and analysis on financial expenditures and budget projections.
  • Working with SEAS finance, prepare and review quarterly financial reports.
  • Process expense reports, internal billings, corporate card reconciliations, and other financial transactions. Review all IACS expenses and activities for compliance with relevant University and government regulations and policies and notifies manager and other relevant staff of any potential problems.
  • Serves as a liaison to the SEAS Finance Office. Attends meeting/trainings hosted by SEAS Finance and stays current on Harvard’s financial and travel policies/systems, providing regular updates for IACS staff and visitors.

 

 

Communications:

  • Manage IACS’s social media platforms, including posting IACS activities and events, and curation and management of all published content (images, video, and written). Arrange video recording services, and manage video content, including video editing, uploading, archiving, preparation of video segments, and harvesting metadata.
  • Maintain and update IACS’s electronic communication vehicles, including program websites, mailing lists, and other publishing platforms. Serve as the front-line contact, responding to and redirecting inquiries and requests for information about IACS programs and activities. Ensure that IACS promotional and advertising efforts are in compliance with the Trademark Office Guidelines.

Basic Qualifications

High school diploma or equivalent plus a minimum of 3 years of related experience. Education beyond high school may count towards years of experience.

Additional Qualifications and Skills

  • College degree, or an equivalent of college level coursework strongly preferred.
  • Essential skills and abilities include:
    • Organizational and time management skills, the ability to take initiative, prioritize work, and work independently with minimal supervision.
    • Excellent communication, problem solving and interpersonal skills. Strong attention to detail, accuracy, follow-through, timely completion of tasks, and dependability
    • Ability to learn and adapt to new systems quickly including emerging office technologies and financial and communication tools.
    • Proven skills in Microsoft Office Suite and comfort with online content management and database systems.
  • Experience with the following software is preferred: Google Apps, Mailman list-management software and Adobe Creative Suite products for desktop publishing.
  • As IACS continues to grow, an interest in taking on new responsibilities and developing new skills will be important.

 

Certificates and Licenses

N/A

Physical Requirements

There are no significant physical requirements.

Working Conditions

  • This position will be remote through the spring of 2021. As administrative staff return to an office environment, this position will be based in the new Science and Engineering Complex in Allston, MA.
  • The regular schedule for this position is Monday through Friday, 7 hours per day. This position may require some occasional overtime or adjustments to schedule to support events/program activities. Schedule to be determined in conjunction with hiring manager.

Additional Information

  • A cover letter and resume are required to be considered an applicant for this role.
  • The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.

School of Engineering and Applied Sciences (SEAS)
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

 

 

Institute for Applied Computational Science (IACS)
IACS, as part of the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), is strongly committed to creating and supporting a diverse workforce. Respect and fairness, kindness and collegiality, and trust and transparency are among the values we espouse and promote in our workplace culture. We work hard to ensure a healthy, inclusive, and positive environment where everyone does their best work in support of Harvard’s mission.

 

Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

Many SEAS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.

 

Job Function

General Administration

Location

USA - MA - Allston

Job Code

403134 Coordinator I

Sub-Unit

-

Department

SEAS^Institute for Applied Computational Science

Time Status

Full-time

Salary Grade

054

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

Schedule

 

 

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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