Executive Coordinator to the Chair

04-Oct-2024

Executive Coordinator to the Chair

Harvard Medical School

66954BR

Position Description

The Department of Global Health and Social Medicine at Harvard Medical School is seeking a strong applicant for an Executive Coordinator to the Chair. The executive coordinator will manage a high-volume of calendar requests; serve as the first point of contact on behalf of the Chair, interfacing with faculty, Deans, donors, students, postdocs, and staff at all levels; draft content; and coordinate complex reimbursements and financial records. This is a highly visible executive support position that requires outstanding interpersonal, organizational, and communication skills, as well as a high level of attention to detail.

Responsibilities include:

• Manage the Chair’s calendar, demonstrating sound judgment in prioritizing requests for the Chair’s time and communicating scheduling decisions in a diplomatic way. Gauge when follow-up communication is necessary, and manage workflow to ensure deadlines are met.
• Independently and collaboratively draft and edit correspondence, and other original content such as recommendations and meeting talking points, as needed. Independently communicate on behalf of the Chair, with the ability to write in the Chair’s voice and draft correspondence to internal and external contacts.
• Design, organize and implement administrative systems to manage the operations of the Chair’s office.
• Proactively prepare the Chair for all meetings, business trips, and speaking engagements by doing background research, compiling briefings, anticipating and researching likely questions, and creating comprehensive travel itineraries.
• Responsible for maintaining the Chair’s CV.
• Coordinate all travel for the Chair, including travel funded by federal grants. The executive coordinator will communicate closely with the department’s finance team to ensure that all travel arrangements are in compliance with sponsored research policies and the travel policy.
• In collaboration with the department’s finance team, manage reimbursements and financial record-keeping for the Chair.
• Assists the Executive Director with duties to support the Chair.
• Performs other related tasks as assigned, including ongoing clerical tasks.

Basic Qualifications

Three or more years related writing and/or administrative experience required. Higher education may count towards experience.

Additional Qualifications and Skills

• Bachelor's degree preferred.
• Experience working independently, thinking strategically, and providing recommendations on the next steps.
• Communicates clearly and effectively in spoken and written form.
• Strong command of English grammar and syntax.
• Detail-oriented and deadline-driven, able to multitask in a fast-paced environment to deliver accuracy and high quality. Excellent organizational and interpersonal skills.
• Facility with Word, Excel, and PowerPoint. Experience in higher education, public health, administration, or related field is a plus.
• Prior to Harvard experience in a faculty support capacity.
• Prior experience with federal grants and associated procedures and policies impacting travel) is a plus.
• The ability to create effective administrative processes and systems is important.

Candidates selected to interview will be asked to complete a skills assessment that includes a writing test.

Additional Information

This is a 12-month term appointment with the possibility of renewal contingent on funding.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

054

Department

Global Health and Social Medicine

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values   
https://hms.harvard.edu/about-hms/campus-culture/mission-community-valu…

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.