Reporting to the Associate Director of FAS Library Facilities, the Administrative Coordinator provides administrative support for the Building Operations group responsible for several FAS and Harvard Library facilities with accuracy, discretion and good judgment.
Serves as the first point of contact/information source for the department. Answers routine calls, emails and department voice mail; disseminates information to the appropriate team member in a timely manner.
Maintains department financial records; monitors budgets, provides analysis and reports, and assists in annual budget preparation. Working closely with the FAS OPRP and HL Finance groups, processes and reconciles department invoices. Responds to inquiries and works in a collaborative manner for an effective resolution.
Process work orders in the PRESTO work order tracking system. Generates reports and provides analysis as necessary.
Responsible for programming ID card and scheduling doors in the card access system. Maintains the Key database, including dispensing and collecting keys.
Maintains office equipment and supplies, processes PCard and HCOM transactions. Maintain databases and/or web pages as necessary.
Provide administrative support to the Associate Director; maintain calendar, phones, prepare materials and provide status of ongoing projects and activities. Collaborates with team members and related administrative contacts to create highly effective office procedures and smooth workflows for the department.
Fast paced environment; must be able to manage multiple priorities effectively, resolve matters expeditiously, proactively and diplomatically, and follow through on projects to successful completion.
Performs related duties as required.
All formal written offers will be made by FAS Human Resources.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Business training beyond high school. Three + years in an administrative support position.
College background preferred. Basic understanding of mechanical, electrical, plumbing and building systems. Proficiency with Windows, Microsoft Word, Excel, Outlook. Strong written and oral communication skills. Has the capacity to manage, prioritize, and respond to email in a timely and concise manner. Possesses the ability to make sound and immediate decisions when dealing with stressful situations. Must be highly organized, display initiative, and follow through on assigned time sensitive tasks and commitments. Must work well in a team environment.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 48505BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.