Administrative Coordinator, OMII

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Why join the Harvard School of Dental Medicine?

Located in Boston's Longwood Medical Area, Harvard School of Dental Medicine (HSDM) is at the forefront of dental education, research, and patient care. Founded in 1867, HSDM holds the distinction of being the first dental school in the U.S. to be part of a university and its medical school, and the first to confer the DMD degree. Our mission is to foster a community of global leaders in education, research, and clinical innovation dedicated to improving human health by integrating dentistry and medicine. We invite dedicated professionals to join our team and contribute to our rich tradition of excellence and innovation in the dental field.

Job Summary:

General Statement of Duties: The Administrative Coordinator provides advanced administrative, academic, and programmatic support in the department. The incumbent approaches their role with a strong customer service mindset, supporting faculty, and serving as the primary point of contact for internal and external constituents.

Self-motivated and engaged, they perform their responsibilities with a high degree of autonomy, accuracy, and efficiency. 

Job-Specific Responsibilities:

Essential Responsibilities

1. Serves as the primary point of contact for the department chair, faculty, staff, and students; troubleshoots issues for resolution and elevates concerns to the department administrator when appropriate; provides responsive customer service and proactively addresses department needs.
2. Provides daily administrative support to the department administrator and department chair.
3. Performs general office tasks; answers phones, responds to emails and walk-in inquiries, schedules meetings and rooms, orders supplies, updates websites, copies, scans, and files documents, inputs data, creates and runs reports, analyzes and presents data, manages leadership calendars, and coordinates events.
4. Supports the work of program directors by downloading applications, coordinating interviews, tracking data points and faculty feedback, liaising with residents, scheduling classrooms in collaboration with the Registrar, maintaining attendance sheets, providing Canvas support, coordinating Zoom/IT needs, circulating surveys and feedback forms, and performing similar related functions.
5. Supports faculty by scheduling courses, guest lectures and events, ensuring proper and timely course set-up, making travel arrangements, processing financial transactions such as reimbursements, providing CE course support in collaboration with the Office of External Education, handling all logistics for department event support, and performing similar administrative functions.
6. Assists with the preparation of pre-award grant submissions for Faculty Principal Investigators (PIs); acts as the support liaison between the department administrator, the PI, the Office of Research, and the grants team; ensures all documents are completed and submitted in accordance with relevant policies, procedures, and deadlines.
7. Collaborates with PIs, finance, and the grants team on post-award grant set-up and management; monitors grant and gift awards, and monitors spending; processes financial transactions in Buy2Pay; informs the grants team of paid and unpaid personnel actions.
8. Collects, compiles, and maintains data for CODA accreditation; prepares reports; participates in accreditation process as assigned. 
9. Responsible for departmental purchasing, entering financial transactions, and processing reimbursements.
10. Maintains faculty profiles and CITI training records.
11. Supports the department administrator with personnel actions, such as academic appointments, promotions, reappointments, and non-renewals, in coordination with the Office of Faculty Affairs and the Office of Human Resources.
12. Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work. 
13. Performs other related duties as assigned or requested.

 

Working Conditions:

1. Work is performed in a typical office setting, onsite with occasional hybrid work available at the department administrator’s discretion.

2. Must be able to work on-site on a regular basis.

3. Occasional evening or weekend hours may be required for special events, with advanced notice.

Physical Requirements:

1. Occasional lifting, bending, stooping may be required; must be able to traverse HSDM buildings for meeting set-ups, mail collection, etc

Basic Qualifications: Required Qualifications

1. High school diploma or equivalent.

2. Minimum of 5 years’ experience in an administrative or office support role.

3. Excellent organizational and time management skills.

4. Proficiency in Microsoft Office Suite, Zoom; ability to learn new technologies.

5. Strong written and verbal communication skills.

6. Attention to detail, accuracy, and ability to handle confidential information appropriately.

7. Demonstrated customer service orientation and ability to work well both independently and as part of a team.

8. Ability to successfully pass a comprehensive background check at hire.

Additional Preferred Qualifications

1. Associate’s degree or some college course work.

2. Experience in an administrative or office support role in a higher education setting.

3. Experience with Harvard systems.

Additional Qualifications and Skills:
Certificates and Licenses:

• Appointment End Date:
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal, Credit, Certification/License, Motor Vehicle Record, Drug Test, DOT Physical, CORI, Employment, Prohibited Parties, Not Applicable
• Other Information:
  
  
  
   
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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.