Position Summary: The Administrative Coordinator will provide executive-level administrative support to the members of the OFS Senior Team, particularly the Managing Director. They will serve as the principal administrative contact for internal and external constituencies, manage events planning, and support senior level working groups. They communicate and interact regularly with University officials, faculty, staff and students, external organizations, and the public on a wide variety of matters, including providing information and responses to urgent and sensitive issues. The Administrative Coordinator works in a highly independent manner to evaluate situations, proactively resolve problems, and implement solutions. They provide a high level of customer service in all aspects of work, and act as a team player with proven abilities to collaborate.
The Administrative Coordinator will be part of the Core Team at the Office for Sustainability (OFS) yet will also benefit the fee-for-service (FFS) team at the Schools and units across the University. They will work on a variety of University-wide sustainability initiatives, including but not limited to the University's Climate Action Plan (Fossil Fuel-Free goals) and the University's other sustainability goals, standards, and commitments as envisioned in the Harvard Sustainability Plan. This position will work with a range of stakeholders across the University, especially senior administrators including facilities leaders, faculty, staff and students. This position is part of an entrepreneurial, fast paced team and the coordinator is flexible and can manage multiple project responsibilities effectively.
Serve as the OFS Office Manager, including working with Managing Director and Associate Directors to:
Support the Senior Team in project management and project planning, including managing meeting set up and other events as well as speakers, topics, communication of agendas, follow-up, etc.
Manage scheduling for the Managing Director, including meetings with OFS team, schools, Executive Co-Chairs and other University-wide and external stakeholders and groups. Manage all related logistics and travel arrangements.
Partner with Associate Director and OFS staff on creation of staff meetings and student committee meetings. Schedule and coordinate weekly team meetings, including logistical support.
Process department financials (e.g. invoices, reimbursements, internal transfers) and provide other transactional budget support, including running reports, processing the Green Revolving Fund disbursements, and reconciling budget discrepancies.
Coordinate and book travel, including air/ground transportation, hotels, and conference registrations.
Manage the Green Office Program, the Student Sustainability Grant Program, and the Green Team Network and Green Teams.
Update and maintain comprehensive administrative guide to streamline office procedures and improve/update operational processes.
Help manage onboarding/off-boarding of staff, students and interns, including support needs such as computer hardware/software, networking requirements, phones, etc.
Serve as building liaison/floor coordinator by managing office equipment, organizing workspaces, submitting and following-up on all building service requests, ordering supplies and managing vendor response to ensure efficient and reliable office operations.
Answer administrative-related questions for the staff and community.
Proactively manage stakeholder and phone lists, lists for general sustainability inquiries and answer the firstname.lastname@example.org email, phone inquiries, as well as working with visitors.
Assist with overseeing students and interns.
Assist with any other general office needs and administrative tasks as required, including staffing events and presenting at orientations/green team meetings.
Duties & Responsibilities Continued
Support senior-level oversight committees and working groups related to the implementation of the University's Climate Action Plan (Fossil Fuel-Free Goals), Sustainability Plan and other key strategic activities.
Provide executive support, such as supporting working groups, following up with attendees and speakers, creating agendas, editing documents, arranging space, media and catering, and other logistics for OFS strategic priorities.
Serve as a principal source of information and as a representative of the Senior Team with the capacity to handle emergency communications, requiring judgment and prompt decision-making.
Research, create, edit, and refine presentations, reports, plans, documents, spreadsheets, media and written communication as required.
Manage event planning and logistics for major meetings and large University-wide events, including but not limited to: the annual Sustainability Celebration, Earth Day and reward & recognition events.
Identify and secure space, catering and manage all event logistics including creation and distribution of invitation.
Drive the coordination and communication with speakers, senior leaders, faculty and students as well as OFS staff and manage outreach contacts lists, emails and other marketing needs including assisting with the design and production of event materials.
Monitors budgets for events and process all financials.
Partner with members of the Core Team to provide project management support for a variety of University-wide programs, including but not limited to: the Fossil Fuel-Free Goals Implementation, Sustainability Plan, Annual Sustainability Report, Green Team Network and Green Teams, Green Office Program, Student Sustainability Grant Program, Campus Sustainability Innovation Fund (CSIF), Council of Student Sustainability Leaders (CSSL), community partnerships, event planning and any other projects as needed.
Support the team on other University-wide sustainability projects as needed.
Other related duties as assigned.
About the Harvard Office for Sustainability: Harvard University has a decade's-long commitment to confronting the global challenges of climate change and sustainable development through its research, teaching, and institutional action. The Office for Sustainability (OFS) plays a pivotal role in bringing together students, faculty, and staff to use the campus as a living laboratory for piloting and proving solutions that address sustainable goals and strive to model pathways to a fossil fuel-free future.Our efforts are driven by a University-wide Sustainability Plan and ambitious climate goals.
This is an exciting opportunity to join our team of effective, dedicated, high-energy sustainability professionals working to drive organizational change to benefit Harvard and help others address complex systematic sustainable challenges at Harvard and beyond. The Office for Sustainability is a fast paced, dynamic, quickly changing and growing organization and we look for talented, passionate individuals who thrive in this environment. The Administrative Coordinator will be part of the Core Team at the Office for Sustainability.
Two+ years of experience in office management of a fast paced office or related experience in a professional office environment supporting senior leaders with progressive growth in responsibilities and independent action. Education beyond high school level may be considered toward experience.
Bachelor's degree strongly preferred.
Faculty support or Executive Assistant experience is highly desirable.
Demonstrated ability to manage projects or programs from concept through implementation with minimal supervision.
Proven organizational skills, attention to detail, initiative, motivation and ability to juggle multiple projects in a fast-paced environment.
High degree of flexibility, adaptability and general ability to respond to emerging opportunities and barriers in a constantly changing environment.
Ability to effectively work independently and as a team member.
Ability to work effectively with Senior Administrators and Executives and a wide array of other stakeholders.
Excellent interpersonal, communication, outreach and follow-through skills.
Demonstrated good judgment, ability to make informed decisions and proactively consult with colleagues as needed.
Must be positive, creative, enthusiastic, collaborative and entrepreneurial with a high level of energy and initiative.
Ability to research new areas and learn quickly.
Interest in environmental sustainability issues, green building, energy conservation, recycling, etc. is a plus.
Experience in campus (or other institution) sustainability efforts or institutional change is a plus.
Technology Skills Required:
Proficiency in Microsoft Office Suite. Photoshop, Publisher, InDesign is a plus and a demonstrated ability to learn software as needed including Harvard systems and web is a requirement.
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: 46652BR
About Harvard University
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.