Administrative Coordinator

  • Harvard University
  • Cambridge, MA, USA
  • Nov 10, 2017
Business Development

Job Description

Harvard University

Administrative Coordinator
Harvard Library

Duties & Responsibilities

Reporting to the Administrative and Operations Support Services Manager, the Administrative Coordinator provides support for the administrative functions across Harvard College Library (HCL) and Harvard Library (HL), which includes: manages the equipment inventory and refresh process for HCL and HL, provides project management support for special projects, responsible for financial reimbursements for events and equipment expenses, supports events and stewardship, and other administrative support as needed. This position is a member of the HCL and HL administrative and operations team.

Duties and Responsibilities
The Administrative Coordinator manages the equipment inventory and refresh process for HCL and HL. The equipment includes computers, copiers, scanners, printers, and phones. This individual is responsible for ensuring our equipment inventories are accurate and up to date, equipment is refreshed in a timely manner, acts as the authorized requestor for computer hardware/software and Harvard Phone, and is the main point of contact for all equipment requests.

The coordinator provides project management support for special projects across HCL and HL, including: data collection and compilation, meeting coordination, communication updates, wiki creation and editing, and other duties as needed. The coordinator ensures timeliness and accuracy for all details.

The coordinator is responsible for reimbursement and payment of financial expenses associated with the equipment and events for HCL and HL. These expenses include: leasing invoices, maintenance agreement invoices, equipment purchases, honorarium, travel expenses, and catering/room rental expenses. The coordinator is responsible for appropriate financial stewardship of Harvard's resources and must understand and follow all financial policies.

The coordinator provides administrative support for the events and stewardship for HL/HCL. This includes room reservations, catering coordination, creating nametags/table tents, managing guest lists, and day of event support. This also includes monthly contact reports for stewardship and other needs as they arise.

Basic Qualifications

  • High School Diploma or equivalent education or work experience required
  • Minimum of two or more years of administrative and customer service experience, education may count towards experience
  • Proficient with Microsoft Office suite of software (Word, Excel, PowerPoint, and Outlook) and calendar management required

Job Function
General Administration, Library

Sub Unit

USA - MA - Cambridge

Harvard Library Administration

Time Status

55 - Hvd Union Cler & Tech Workers

Salary Grade

Pre-Employment Screening
Criminal, Education, Identity

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 or any other characteristic protected by law.