Administrative Coordinator

Administrative Coordinator For The Davis Center For Russian And Eurasian Studies

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard's undergraduate program (Harvard College, founded in 1636) as well as all of Harvard's Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

The Administrative Coordinator serves as the principal administrative contact for the Davis Center for Russian and Eurasian Studies. This position serves as front office point-of-contact and office manager, supports communications-related activities, and provides high level support for the center's leadership team, including development-related activities. This position reports to the Director of Administration and Finance of the Davis Center with a dotted line to the Associate Director.

Job-Specific Responsibilities:

Executive Support for Senior Leadership

Provides a wide range of administrative support to Center leadership, primarily the Faculty Director and Executive Director, and secondarily, the Associate Director and Director of Administration and Finance. Administrative support for Davis Center committees including scheduling, logistical support, preparing layout of agenda and meeting materials, and tracking follow-up action items. Sends emails to constituents on behalf of Center leadership. Organizes information for presentation and reports. Coordinates travel logistics.

Development and Donor Relations

Responsible for administrative tasks supporting the life cycle of fundraising and stewardship activities. Updates and maintains donor records. Reconciles data generated by the Harvard development office with the DC database. Processes incoming donations, prepares both standard and personalized acknowledgements. Creates reports for senior leadership on donors and giving history. Assists with annual fundraising appeal. Assists with creating development and stewardship collateral materials.

Communications

Supports Davis Center communications. Updates and uploads content on DC website. Supports production of email newsletter, lays out campaigns in MailChimp. Supports other communications projects on an ad hoc basis.

"Front Office" and Office Management

Principal administrative contact for the "front of house," greeting and orienting guests to the center, answering the center's phone. Sorts Davis Center mail. Monitors DC primary email account. Onboards new staff. Responsible for office functions related to space, keys, furniture, equipment, telephones, computers and computer supplies, office supplies, mail, FedEx, and copiers; maintains the work room, supply closet, kitchen, and all public spaces; serves as departmental IT coordinator; serves as liaison to Harvard and FAS departments supporting these functions (i.e. IT support services, telecom, directory services, parking office, physical resources, etc.).

General Administration

Responsible for supporting coordination of Davis Center resources related to technology/ applications/resources. Administers the Center's communications and workflow systems, such as Teams, SharePoint, Listserv, Calendar, and Email. Trains staff on their use. Maintains mailing lists used by center programs and administration. Serves on DB oversight committee, serves as a "superuser" of DB, helps train new employees, and helps ensure integrity of the data. Develops electronic systems and workflows for scheduling, records management, and other administrative tasks. Maintains departmental files in accordance with Harvard Depository and Archive established guidelines

Working Conditions:

This is a term appointment 2 years from start date

This is a full-time, on-site at least 4 days per week in office. Position located in Cambridge, Massachusetts. Overtime may be required, including weekends and evenings to align with Davis Center activities.

Other additional duties as assigned

Physical Requirements: Light lifting.

Qualifications:

Basic Qualifications: Three or more years of related experience. Education beyond high school may count towards experience.

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with both PC and Mac systems.

Proficiency in working with multiple technology platforms including database, meeting, and communication platforms, and Office 365.

Additional Qualifications and Skills: Bachelor's degree preferred.

This position requires someone with a strong customer service orientation, the ability to work effectively as part of a team as well as independently. Efficient, proactive, and have strong attention to detail, as well as be able to multi-task and to meet firm deadlines.

Strong communication and writing skills are essential, as well as the ability to collaborate with colleagues and constituents of diverse cultural backgrounds and communication styles.

Demonstrated ability to work within a high-tech support role.