Job Description

Job Code

403040 Coordinator II

Sub-Unit



055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

• A minimum of three years of experience in administrative support and/or event planning, preferably in an academic environment.
• Ability to work overtime as needed.
• Any candidate wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills

• Bachelor\'s degree strongly preferred.
• Excellent written and verbal communication, interpersonal, and organizational skills.
• Excellent judgment.
• Strong attention to detail and accuracy in carrying out responsibilities.
• Ability to juggle and execute multiple competing tasks.
• Flexible and responsive to shifting deadlines.
• Highly collaborative; must work well independently and as part of a team.
• Ability to interact professionally with a wide range of internal and external constituents.
• Ability to handle confidential matters with discretion.
• Strong computer skills.
• Strong work ethic, dependable, and reliable.

Additional Information

Harvard University offers an outstanding benefits package including:

• Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year

• Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee\'s start date

• Retirement: University-funded retirement plan with full vesting after 3 years of service

• Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.

• Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.

• Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities throughout metro Boston.

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

HGSE Human Resources values diversity in all forms and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows everyone to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.

We do this by:

Hiring and retaining staff reflecting the diversity of those we serve

Providing employees opportunities to learn, grow, and be challenged

Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation

Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion

Communicating transparently and respectfully; and

Fostering an inclusive, respectful, and professional work environment

About the Harvard Graduate School of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu

Department

Dean\'s Office

Pre-Employment Screening

Identity

Job Function

General Administration

Position Description

Special Projects Coordinator to the Dean\'s Office

• Plan and coordinate student and faculty initiatives led by the Dean\'s Office. Initiatives include but are not limited to:

• The Dinners, Dilemmas, and Debate (3D) Program, a co-curricular opportunity for students to participate in a series of informal, small-group conversations with faculty and senior administrators. Responsibilities include engaging potential faculty and staff facilitators; compiling information about the groups; outreach to students; allocating students to groups; coordinating student transportation; keeping track of each group\'s status; troubleshooting logistics for facilitators; collecting feedback; and reconciling expenses, among others.
• Student brown bag lunches with the Dean. Responsibilities include student outreach and ordering catering.
• The Morningstar Family Teaching Award, an annual award for outstanding faculty instruction and support. Responsibilities include compiling and reading nomination submissions.

• Plan and coordinate logistics for events and meetings hosted by the Dean\'s Office. Logistics may include aligning calendars; reserving spaces on-campus or off-campus and confirming room set-up; ordering catering; requesting AV/IT support; reaching out to other departments to collect materials or information; creating digital and written assets for invitations or advertising; ordering gifts, supplies, flowers, and name tents; drafting a run-of-show; providing day-of event support; and reconciling expenses, among other tasks. Events and meetings include but are not limited to:

• Social gatherings for the HGSE community (ice cream social, cider and donuts, faculty socials, dean\'s office holiday party)
• Faculty retirement parties, working closely with the Faculty Affairs Office
• Double Take (HGSE\'s annual storytelling event), working closely with the content and programming lead
• All-staff and faculty meetings
• Visiting Committee

• Support the Senior Executive Assistant to the Dean as needed on major events that require the Dean\'s involvement. Events include but are not limited to: Orientation, Commencement, Visiting Committee, donor events, and school-level convenings.

• Web maintenance

• Update a SharePoint site with resources for faculty and staff
• Update the Dean\'s pages on the HGSE website

• Manage and send holiday cards and gifts from the Dean to a wide range of internal and external constituents

• Finance and procurement

• Reconcile expenses and process reimbursements for the Academic Dean and Executive Dean on Concur
• Reconcile expenses for the Dean\'s Office department card on Concur
• Process invoices and non-employee reimbursements on Buy2Pay
• Manage petty cash
• Order supplies and manage inventory, including HGSE promotional items (e.g., bags, umbrellas, notebooks, and other \xe2\x80\x9cswag\xe2\x80\x9d)
• Order and send gifts and flowers to HGSE community members

• Manage calendars and provide scheduling support for the Academic Dean and Executive Dean, and provide back-up scheduling support for the Dean as needed

• Space management

• Book rooms and catering for Dean\'s Office meetings
• Manage the Dean\'s Conference Room. Responsibilities include keeping track of meetings taking place in the room (i.e., reservations), being knowledgeable of the AV technology in the room, and maintaining cleanliness.

• Sit at the front desk, greet visitors, and field inquiries (via in-person, phone, and email) and triage as needed

School/Unit

Harvard Graduate School of Education

Working Conditions

HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state\'s required tax and other withholdings from your paycheck for the time you work there.

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.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

Job Summary

Reporting to the Senior Executive Assistant to the Dean, the Special Projects Coordinator will plan and coordinate a wide range of programs, projects, and events led by the Dean\'s Office, in addition to providing administrative support to the office.

Commitment to Equity, Diversity, 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.

Benefits

We invite you to visit 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.

Work Format

Hybrid (partially on-site, partially remote)

Harvard University