What are the responsibilities and job description for the Executive Coordinator (67392BR) position at Harvard University?
Job Summary
Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting a workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for professionals to learn and work in a unique technology landscape and service-focused environment.
Reporting to the Chief of Staff to the Vice President and Chief Information Officer (VP/CIO),We seek an energetic, flexible, and independent worker with a propensity toward highly varied administrative work. The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda.
Position Description
The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda and be responsible for the following:
Scheduling and Briefings:
Manages the calendar; schedules and coordinates appointments, calls, and complex meetings for the VP/CIO. The Executive Coordinator to the VP/CIO makes appropriate preparations based on the day’s agenda, including materials and briefings. Takes initiative; identifies gaps or needs and reaches out to a variety of HUIT and University constituents in collecting materials. Redirects or responds to requests that can be solved without the VP/CIO’s intervention.
Event Coordination and Planning:
Assists with the organization of events, including HUIT Town Halls, and other collaborative functions, as required. Responsible for managing logistics affecting the VP related to these events. Helps to coordinate conferences, speaking engagements and committee work for the VP/CIO. Coordinates VP/CIO’s participation in seminars and professional development activities.
General Communications:
The Executive Coordinator to the VP/CIO may draft and edit documents, prepare reports, and create presentations for the VP/CIO, as well as proofread other materials and presentations, as required. Maintains digital assets and repositories relating to committee work.
Travel and Expense/Finance:
The Executive Coordinator to the VP/CIO is responsible for making travel arrangements and preparing expense reports and will assist with ordering supplies, reviewing Corporate and Purchasing Cards.
Backup Peers:
The Executive Coordinator to the VP/CIO may be asked to serve as a backup for other assistants or financial staff on occasion. Performs other related duties as required and assists with special projects.
Administrative and Office Management:
Please provide a cover letter with your application.
Please note:
Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request an accommodation or have questions about the physical access provided, please contact our University Disability Resources Department.
Work Format Details
This position will require onsite work 5 days per week
About Us
More About HUIT:
Our Mission: huit.harvard.edu/about
We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery.
HUIT’s core values are:
HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here: https://itacademy.harvard.edu/
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:
General Administration
Department Office Location
USA - MA - Cambridge
Job Code
405012 Admin Professional (N)
Work Format
On-Site
Sub-Unit
Salary Grade
056
Department
Administration & Finance
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, diversity, 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 excellence and diversity 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.
LinkedIn Recruiter Tag (for internal use only)
Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting a workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for professionals to learn and work in a unique technology landscape and service-focused environment.
Reporting to the Chief of Staff to the Vice President and Chief Information Officer (VP/CIO),We seek an energetic, flexible, and independent worker with a propensity toward highly varied administrative work. The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda.
Position Description
The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda and be responsible for the following:
Scheduling and Briefings:
Manages the calendar; schedules and coordinates appointments, calls, and complex meetings for the VP/CIO. The Executive Coordinator to the VP/CIO makes appropriate preparations based on the day’s agenda, including materials and briefings. Takes initiative; identifies gaps or needs and reaches out to a variety of HUIT and University constituents in collecting materials. Redirects or responds to requests that can be solved without the VP/CIO’s intervention.
Event Coordination and Planning:
Assists with the organization of events, including HUIT Town Halls, and other collaborative functions, as required. Responsible for managing logistics affecting the VP related to these events. Helps to coordinate conferences, speaking engagements and committee work for the VP/CIO. Coordinates VP/CIO’s participation in seminars and professional development activities.
General Communications:
The Executive Coordinator to the VP/CIO may draft and edit documents, prepare reports, and create presentations for the VP/CIO, as well as proofread other materials and presentations, as required. Maintains digital assets and repositories relating to committee work.
Travel and Expense/Finance:
The Executive Coordinator to the VP/CIO is responsible for making travel arrangements and preparing expense reports and will assist with ordering supplies, reviewing Corporate and Purchasing Cards.
Backup Peers:
The Executive Coordinator to the VP/CIO may be asked to serve as a backup for other assistants or financial staff on occasion. Performs other related duties as required and assists with special projects.
Administrative and Office Management:
- Develop and maintain effective systems for managing the VP/CIO’s administrative needs and running office operations.
- Help arrange large, complex meetings for other HUIT colleagues.
- Ensure that the administrative functions of the office of the CIO Support Executive Assistant colleagues, including leading on the creation of organization wide processes and best practices.
- Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
- Prepare meeting agendas and take meeting minutes.
- Ensure that deadlines are met and adapt to changing priorities.
- Presents positive and professional image for the organization.
- Other duties as assigned
- Minimum of 3 years of administrative or related experience working in a dynamic environment.
- BA or equivalent experience
- Superior organizational skills and attention to detail.
- Proficiency with all MS Office applications as well as in working with various file formats.
- Experience with collaboration tools such as Zoom and Slack.
- Excellent written and verbal communication skills
- Desire to understand the technology and business needs across the organization and ability to learn quickly.
- Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
- Demonstrated initiative and resourcefulness.
- Excellent self-management and capacity to influence others positively.
- Use significant independent judgment in identifying and resolving potential conflicts and connecting dots.
- Work independently with minimal supervision in an environment of multiple and sometimes conflicting priorities.
- Anticipate and resolve a wide variety of administrative issues.
- Please note, This is a 40 hour per work week position and requires you to work in the office 5 days per week.**
Please provide a cover letter with your application.
Please note:
- Harvard University requires pre-employment reference and background screening.
- We are unable to provide work authorization and/or visa sponsorship.
- This position has a 90-day orientation and review period.
Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request an accommodation or have questions about the physical access provided, please contact our University Disability Resources Department.
Work Format Details
This position will require onsite work 5 days per week
About Us
More About HUIT:
Our Mission: huit.harvard.edu/about
We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery.
HUIT’s core values are:
- Human-centered
- University-focused
- Innovation-driven
- Team-oriented
HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here: https://itacademy.harvard.edu/
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.
General Administration
Department Office Location
USA - MA - Cambridge
Job Code
405012 Admin Professional (N)
Work Format
On-Site
Sub-Unit
Salary Grade
056
Department
Administration & Finance
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, diversity, 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 excellence and diversity 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.
LinkedIn Recruiter Tag (for internal use only)
Salary : $5,250
